REGULATIONS FOR USE OF MEETING ROOM BY ORGANIZATIONS OTHER THAN QUEEN ANNE’S COUNTY FREE LIBRARY Adopted 2011
USES AND PURPOSE:
The Library welcomes the use of its meeting rooms by non-profit community groups in Queen Anne’s County for civic, educational, cultural activities, and discussion of current public questions. Proof of non-profit status may be requested. Meeting rooms are available for use by profit entities for a fee of $25 per hour with a two hour minimum ($50). The rooms may not be used for purely social purposes, which include, but are not limited to parties or entertainment, nor may they be used for fund-raising. Rooms may not be used as the sole or primary location to conduct regular business operations. All meeting room regulations apply to both profit and non-profit groups.
Those making a reservation must be at least 18 years of age. Each meeting must be booked with full information as to the name and nature of the group as well as the name, telephone number and/or email address of the person responsible for the reservation. Every effort will be made to guarantee a reservation. However, the Library reserves the right to change or cancel a reservation to accommodate any Library function. Payment for room reservations by profit groups is required 7 days prior to the date of the meeting. Payments may be made by cash or check. Reservations will be cancelled if payment is not received by the due date.
CANCELLATIONS FOR PROFIT ENTITIES:
In order to allow all organizations reasonable opportunity to use the meeting rooms, the Library requires a minimum of 7 days notice for cancellation of a reservation in order to provide a full refund of the reservation fee. For cancellations fewer than 7 days, before the meeting date, the Library will deduct an administrative fee of $25 from the refunded amount. There will be no refund of the reservation fee for groups who cancel meetings without notifying the Library. In the event of an emergency, the Librarian reserves the right to cancel meeting room reservations. Full refunds will be made if the Library is closed or the meeting room becomes unavailable due to adverse weather, power failure, etc.
The following regulations must be observed:
1. Meetings of non-profit groups must be open to the public.
2. No admission fee may be charged, nor may a collection be taken. No product may be sold, except in the case of payment for materials required for educational or group discussion use or by any entity presenting a program by or in cooperation with the Library.
3. Children and youth groups may use the facility provided they are adequately supervised by adult sponsors at least 18 years of age.
4. No exhibits, maps, charts, posters, etc., may be hung on the walls.
5. Storage space is reserved for the Library’s equipment and must be kept locked at all times. The Library is not responsible for items left in the Meeting Room.
6. Any organization using the Meeting Room will be responsible for setting up the room according to its own needs. The Library staff will have no responsibility for set up or take down of furnishings or equipment. The organization or group using the Meeting Room must restore the furniture and the room to the order in which it was found.
7. Smoking is not permitted in the Library or the Meeting Rooms.
8. Any organization using the Meeting Rooms will be financially responsible for any damage which may occur during the organization’s use of the room.
9. The Library is not responsible for lost, stolen or damaged articles.
10. Organizations using the Meeting Rooms may not have access until staff are in the building. There will be no Sunday or holiday use. Meetings must begin before the Library closes. Groups using the room after Library hours should either lock the key in the room or return it in the night drop.
11. Due to demand for the room, groups are limited to two uses per facility per month on a first come first served basis. Reservations for the next year are accepted beginning October 1.
12. The use of the Library owned audio-visual equipment is permitted. However, individual, organizations or groups must provide a qualified operator who can demonstrate his or her ability to use said equipment.
13. The organization or group shall designate an individual responsible to turn off all indoor lights and secure all appropriate Library doors.
14. The capacity for the Meeting Rooms determined by fire regulations is 100 persons in Centreville and 120 persons at Kent Island or less depending upon the seating arrangements and must not be exceeded. Doors to the Meeting Rooms must remain unlocked during meetings.
15. The organization or group shall use neither the name nor the address of the Queen Anne’s County Free Library as the official address of that organization or group.
16. Activities of groups will not interfere with any functions of the Library.
Further use of the Library’s Meeting Rooms may be denied to any organization or entity which fails to comply with the above regulations. Prior to the INITIAL use of the Meeting Room by any organization or group, agreement to the above regulations must be duly signed by a designated person representing such organization or group.