POLICY STATEMENT

There are two meeting rooms: the large community room and the small study room. These rooms are provided primarily for library-related activities such as exhibits, audiovisual programs, story hours, or other activities sponsored or co-sponsored by the Library. These activities take precedence over all other activities. The Library allows the use of the community room and study room for civic, educational, philanthropic and recreational purposes. Use of the community room and study room must not interfere with the operation of the Library. Meetings that would interfere with the work of the Library because of noise or other factors will not be permitted.

COMMUNITY ROOM AND STUDY ROOM

Reservations
An official of the requesting organization must fill out an “Application for the Use of Community Room and Study Room.” These rooms are not finally booked until this form has been signed by the Library Director or Administrative Assistant. Applications should be made at least two weeks prior to the meeting date. There is no “same day” approval. Telephone reservations will be held for only 24 hours until a signed application is submitted. Requests are granted in the order in which they are received and using the following guidelines:

RULES FOR USE

A responsible member of the organization (at least 18 years old) who will see that all regulations are followed must make the reservation.

• Groups must check-in with Library staff to access the community room and study room.
• The Library must be notified if a meeting is cancelled no less than 24 hours prior to the start of the booking. If a group has not shown up after an hour, the booking will be released. Failure to meet the notification requirements could result in cancellation of current and future bookings.
• All programs and meetings shall be free and open to the public. No admission fee may be charged, and only voluntary donations may be collected. Groups may charge for materials used in the program or allow membership dues to be collected, but no other money transactions may be made. Under no circumstances may an individual or group use the rooms for personal or commercial gain. No products or services may be displayed, advertised, or sold on Library premises except when the library is benefited.
• Attendance at any meeting may not exceed the maximum capacities of the community room or study room. Maximum capacity numbers for the community room is 40 people with tables and chairs and 72 people with chairs. Maximum capacity number for the study room is 6 people.

• Each group is responsible for setting up chairs and tables for its meeting. When booking the room, allow time for set-up and clean up. The library cannot provide janitorial service. The community room and warming kitchen must be left in the same condition and arrangement they were found. The group is responsible for damage to the room or to library equipment. A fee may be charged to cover damage or heavy cleaning. Groups, which do not comply with this requirement, may be denied permission to use the community room or study room.
• All utensils, plates, cups and paper products must be disposable and provided by the organization. They must be removed or disposed of in an acceptable manner following the meeting for which they are used.
• Light snacks are allowed, but the sink and counters must be clean when the group leaves.
• All food and beverage must be confined to the community room.
• Food and beverages are not allowed in the group study room.
• No alcoholic beverages will be allowed.
• No candles may be used in the community room or study room.
• Small children are welcome, but groups are required to provide supervision at all times both inside and outside the building.
• The building is to be kept locked at all times when the Library is closed.
• Groups are prohibited from smoking in or within 20 feet of the Library facilities.
• Use of library equipment must be requested when applying for use of the community room or study room. Otherwise, groups meeting in the library should provide their own equipment. A Library staff member is not available to work the equipment.
• Furniture from the main area of the Library may not be brought into the community room or study room without permission from the Library Director or Administrative Assistant.
• If the Library is closed when your meeting ends, the person responsible for the community room must secure all community room doors to make sure they are locked and closed tightly.

PUBLICIZING YOUR PROGRAM

The act of meeting at the Library does not constitute an endorsement by the Library of a group’s policies or beliefs. Posters, flyers, and other publicity should not give the impression that the program is sponsored, or approved by the Library.

Restrictions
At the Library Director’s discretion, Community Room and Study Room privileges may be refused or canceled for reasons including, but not limited to the following:

• Failure of a group to observe rules and regulation.
• Failure of a group to leave rooms and furniture in original condition – neat, clean and undamaged.
• Failure of a group to give advance notice of 24 hours in the event the group cannot meet.
• Disorderly conduct, disturbances, and parking problems caused by the group’s meeting.
• False representation of the group and its planned activities.
• Use of alcohol or smoking inside or within 20 feet of the Library facilities.
• Exceeding the occupancy limit.

CHECK LIST FOR CLOSING COMMUNITY ROOM

After your meeting and before you leave, please check the following:

• Wipe all tables and chairs as necessary.
• If a vacuum is needed, there is one located in the storage closet.
• Clean any appliances that were used.
• Return furniture to its original location unless requested otherwise by Library staff.
• Turn off all lights.
• Close and lock the community room doors.

ADDITIONAL LIST IF MEETING CONTINUES AFTER LIBRARY HOUR

• Check the restrooms to make sure they are empty and lights are off.
• Please leave through the interior exit door and the exterior exit door and double check that all the interior doors and exterior door are securely locked and shut tight.
• Please report any spills on the carpet as soon as possible. We need to know what has spilled in order to apply the best cleaning method.

IMPORTANT

If there is a problem securing the building, please call 252-331-1500 or 252-331-1511 at Central Communication. They will contact the Library Director or Administrative Assistant. Please remain at the Library until someone arrives.

PLEASE NOTIFY A STAFF MEMBER AS SOON AS POSSIBLE IF THERE ARE ANY PROBLEMS WITH THE COMMUNITY ROOM OR STUDY ROOM.

Approved April 10, 2007 by the Pasquotank-Camden Library Board of Trustees

Application For The Use of Community Room and Study Room

Application For The Use of Group Study Room