Pendleton Community Public Library Meeting Room Policy

 

General

The Pendleton Community Public Library offers public usage of its community room. Meetings and programs are the emphasized purpose of the Community Room; consequently, the room is not available for parties or showers.  This room provides seating for up to 100 people or can be divided into two separate rooms, capable of seating 50.  The room is equipped with a kitchenette to handle light refreshments.  A DVD player, screen, LCD projector, whiteboard, and laptop are available for use with advance notice.  Internet and Wi-Fi connections are also available in the room. 

 

Reservations

Groups meeting regularly during the year need to only file one agreement form; however, each meeting date must be noted on the form.  Inquiries for meeting room use may be made in person, online, or by calling 778-7527 during regular library hours.  Policy and agreement forms are available at the Library’s Circulation Desk, as well as online.  Reservations are not considered final until confirmation is received.  Reservations can be made quarterly.

     Dec. 1 - start booking for January through March

     March 1 - start booking for April through June

     June 1 - start booking for July through September

     September 1 - start booking for October through December

Library programs will take precedence over all other activities.  The Pendleton Community Public Library reserves the right to change, cancel, or revoke reservations for the meeting room at any time, provided that the affected group is given as much advance notice of the change as possible. 

 

Hours of Availability

The library meeting room is available for use during the library’s regular operating hours, with the exception of voting and library-sponsored programming.  Groups must completely vacate the room 15 minutes prior to closing in order to allow staff to perform closing procedures.

Monday – Thursday  9:00 a.m. – 8:00 p.m.

Friday  9:00 a.m. – 6:00 p.m.

Saturday  9:00 a.m. – 5:00 p.m.

Sunday 1:00 p.m. – 5:00 p.m.

 

Fees

Meeting rooms are available at no charge to nonprofit groups and individuals in the library district, although donations are welcome.  When applicable, hourly fees are to be paid in advance of each meeting.

  • If paying by check, checks should be made payable to the Pendleton Community Public Library and mailed in advance or given in person to a library staff member at the Circulation Desk prior to use of the meeting room. 
  • Businesses and commercial groups may use the meeting room one time per year without charge.  Two or more days' usage will incur a charge of $10.00/hour.
  • Nonprofit groups within the library district may use the room without charge.  Nonprofit groups outside of the library district may use the meeting room one time per year without charge.  Two or more days’ usage will incur a charge of $10.00/hour.
  • Any individual or group using the community room may do so, provided no products or tickets are sold, or freewill offerings taken.  Meetings or events that help an individual or commercial entity earn profit are prohibited.  Public meetings sponsored by businesses, and not the library, are prohibited.  This applies to groups inside and outside the library district.   

 

Food and Beverages

The library meeting room is not designed for full food service, but light refreshments may be served.  The library offers usage of a large coffee pot.  Coffee, cups, plates, etc. are the responsibility of the users.  No full food service should take place in the meeting room; however, exceptions may be made at the discretion of the library administration.  Please note that permission may come with fees or additional instructions.  Refreshments are restricted to the meeting room only and should not be carried into the lobby or other areas.  Absolutely no smoking, vaping, or alcoholic beverages are permitted.

 

Setup and Clean-Up Responsibilities

Chairs and tables will be available in each meeting room.  Groups will be responsible for setting up the room in the way they desire, as well as restoring the room to the condition in which it was found.  Library staff is not responsible for re-arranging the meeting room.  Excessive clean-up by staff or failure to restore the room to its original condition will result in a $25.00 fee. For this reason, groups are encouraged to “check-out” with a staff member before vacating the premises.  Meeting room users are asked not to affix items to the walls.  The organization and its representative assume full responsibility for any damages to the meeting room, fixtures, library furniture, or equipment.

The library cannot offer storage for groups using the meeting rooms.

 

Cancellations

Pendleton Community Library should be notified immediately if meeting room use is no longer desired.  Please contact the library at 778-7527 to cancel the reservation.  Those who are "no-shows" or have recurring cancellations may be denied access to future meeting room usage. 

 

Children

Children 7 years and younger shall, at all times, be attended and adequately supervised by an adult or mature adolescent, 16 years and older.  No child under the age of 10 is allowed in the library without the accompaniment of an adult or mature adolescent who remains in the building during the entire duration of the visit. This includes the children's area.

 

Parking

Parking for the meeting room is provided at the front, side and rear of the building. 

Final decisions pertaining to the use of the room will rest with the administration and/or the Pendleton Community Library Board.  Granting use of the room does not imply approval by the library of the group, the meeting, or ideas presented at the meeting.  The library assumes no responsibility for personal belongings of persons attending meetings.

 

Adopted by the Pendleton Community Public Library Board of Trustees

November 8, 2017

             © Pendleton Community Public Library 2019
             Designed and hosted by Solutions4Ebiz