Library Policy Navigation
Adult Programs
Board By-Laws
Capital Projects
Childrens Programs
Circulation
Collection Development
Displays and Handouts
Diversity Plan
Finance and Investment
Information Services
Interlibrary Loan
Long Range Plan
Meeting Room-Seymour
Meeting Room-Branches
Outreach Services
Personnel
Property Use
Public Records
Purchasing Policy
Technology Plan
Unattended Children/Disruptive Patron
To check meeting Room avaliability
click below.
To download a PDF of our meeting room reservation form Click Here.
Seymour Library Meeting Room Policy
The Seymour library provides a meeting room for use by community organizations. The Fire Chief has determined the maximum capacity of the room to be 75 persons. The room can be divided by panels into 2 smaller meeting rooms, seating 15 and 45. The Library Director shall answer any questions concerning interpretation of this policy.
PURPOSE
The meeting room is available free of charge for use by area clubs, organizations, and committees with restrictions on use noted below. Donations are accepted. For a $15.00 donation per hour, business and commercial groups may use the meeting room only for employee educational purposes, board meetings, and training. The library's programs and meetings shall have first priority for use. The purpose of this policy is to ensure equal access for all groups and provide for orderly scheduling and use of the room(s). The meeting room may not be used for:
-
sale or promotion of business products or services, except in conjunction with a library program;
-
any meeting designed to financially benefit any individual or group, either at the time of the meeting or at a future date;
-
meetings or public announcements sponsored by individual candidates for local, state, or federal office. Events such as candidate's nights, which involve the invitation of all candidates and which are sponsored by independent civic organizations may be held in the library. Elected officials may use the meeting room for “office hours” to meet with constituents. Such meetings may not be used for re-election purposes;
-
meetings of religious or sectarian groups for the purpose of preaching or otherwise demonstrating the beliefs of their members. Events which involve the invitation of any religious or sectarian groups and which are sponsored by independent organizations may be held in the library;
-
family or social functions unless sponsored by the library or approved by the Director;
-
any event for which an admission fee is charged.
Granting permission for the use of the meeting room does not imply library approval of the group or of the ideas presented at the meeting. Publicity promoting a meeting should make clear that the library is not a sponsor of the event.
The meeting room is available for the purpose of petition and remonstrance on public questions (issues related to the public school system and/or regarding city or county governance) provided that there is an open forum opportunity for the presentation of all sides of a question and 14-days notice is given to the Director or a designated staff member.
AVAILABILITY
The meeting room is available for use during library hours: Monday through Thursday 8:30 a.m. to 8:30 p.m.; Friday 8:30 a.m. to 6 p.m., Saturday 9 a.m. to 5 p.m., Sunday 1 to 5 p.m. Meeting room use may not begin prior to the library's opening. Meeting room use may continue past library closing time if advance arrangements are made to do so. In that case the meeting room, restroom corridor, and west lobby will be locked off from the rest of the library at closing time. The meeting room is not available on holidays and other days when the library is closed. Meetings must be completed two hours after library closing or the meeting sponsor must pay a minimum of $30 per hour for cleaning staff, which must be arranged and paid in advance with the meeting room reservation. Meeting room use past two hours after closing is pending staff availability. The meeting sponsor is responsible for seeing that all persons attending the meeting exit the building, that the doors close and lock behind them, and that all lights in the room are turned off.
RESERVATIONS
The meeting room may be reserved up to three calendar months in advance ‑ the current month and the three following months. Reservations are accepted on a first come, first served basis. No guarantee is given concerning the continuing availability of the room for regularly scheduled monthly or weekly meetings. The library reserves the right to change or cancel reservations.
SCHEDULING
The meeting room may be reserved at the checkout desk during library hours. Information concerning availability may be obtained over the phone or online at http://calendar.japl.lib.in.us/calendar.net; however, the room will not be reserved until a completed reservation application is turned in and approved. A separate form must be turned in for each date desired. Scheduled time should allow for set-up and takedown.
REFRESHMENTS
Serving of refreshments is limited to snacks, light meals, or pitch‑in dinners. No open flames are allowed. Under no circumstances may alcoholic beverages be served. As in all parts of the library, smoking is not allowed. The organization or individual using the room is responsible for disposing of leftover food in the trashcans provided and sealing the trash bags. If the coffeemaker is used, the organization or individual must empty coffee grounds and turn off hotplates. Spills and stains must be reported to the checkout desk as soon as possible.
SET‑UP AND EQUIPMENT
The following items are available in the meeting room: 75 chairs, 15 folding tables, kitchenette with microwave, small refrigerator, sink and large coffee pot, overhead projector, projection screen, podium, microphone, television with VCR/ DVD, LCD projector, videoconferencing unit, piano, dry erase board, Internet connection, and portable stage. A satellite dish with C and KU Band capabilities is also available by arrangement. Set‑up of seating or equipment in the room is not provided by the library. All chairs, tables and other items of equipment used must be returned to their locations following the meeting. A projector screen at the west end of the room is available; use of other audiovisual equipment is not included and must be arranged beforehand with the checkout desk. Specific equipment needs should be noted on the reservation form. Any necessary set‑up and takedown time should be included in the time being reserved. The library will assume no liability for injury as a result of use of the facility, furnishings, or equipment.
RESPONSIBILITY
The individual who signs the reservation form shall be held responsible for damaged or missing equipment, notifying library staff when meeting is completed unless the meeting ends after library hours, and complying with the maximum room capacity. The library is not responsible for items left in the meeting room or kitchenette. The library does not provide long-term storage.
ACCESS
Access to the meeting room(s) is from the main lobby of the library. The restrooms are across the hallway from the meeting rooms. Handicapped restrooms are at the top of the ramp at the lobby end of the corridor. The Seymour library and its meeting room are handicap accessible.
AGE LEVEL
The meeting rooms are available for use by groups of young persons under 18; however, an adult must make the reservation. This adult must be present at the meeting and be responsible for the group's activities.
SPECIAL NOTE
When not already reserved, the meeting rooms are available for walk-in use by tutor teams, study groups, and library patrons who must also complete a reservation form. Library books, which have not already been checked out, may not be taken into the meeting rooms. Gifts and donations to the library shall have no bearing on the meeting rooms' availability.
Anyone in violation of this policy may be denied future use of the library's meeting rooms.
Revised 1/15/2002, 1/20/2004, 8/16/2005, 1/16/07
To download a PDF of our meeting room reservation form Click Here.