Meeting Room Policy

Purpose

The Bridgeport Public Library has a large meeting room and two small study rooms which are available for use by individuals, community or family groups for informational, educational, community, or cultural meetings and programs in keeping with the mission of the library.

Policy

The program/meeting room and the study rooms will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. All rooms are scheduled on a first come – first served basis with the understanding that library programming will have priority in room use. Exceptions may be made by the library board if the board deems extenuating circumstances are involved. Contact information for a responsible party must be provided. In addition, users must be 16 years of age or older. If the users are under 16 years of age, a responsible adult must be present.

Conditions for reservation

The Library’s Conference Room is available for reservation and use under the following conditions during normal business hours as follows:

The Room is available to general non-profit organizations free of charge during regular business hours.
The Room is available to the general public for personal use free of charge during regular business hours.
The room is available to any business, political candidacy, for-profit organization, deposition, or church service/ministry for $50.00 an hour.
The room is available to any of the above groups after-hours (Saturday 2-6 pm or Sunday 9-6 pm), with prior approval, for $50.00 an hour, with a minimum reservation of 2 hours and a maximum reservation of 4 hours.

The Library’s Study and Reading rooms are available for reservation and use under the following conditions during normal business hours as follows:

The rooms are available to general non-profit organizations free of charge.
The rooms are available to the general public for personal use free of charge.
The rooms are available to any business, political candidacy, deposition, for-profit organization, or church service/ministry for $25.00 an hour.

Fees

Deposit: Meeting rooms are available to the general public free of charge during regular business hours. If food or drinks are provided for a party, reunion or similar event, a $100 deposit will be required, and will be returned if no additional cleaning by library staff or janitorial is required.

Clean Up and Damage Fee: Privileges to use the Meeting Room will be revoked if it is not cleaned up as required by this policy. Users shall pay for any actual damage to the Meeting Rooms. If a deposit has been made, additional cleaning fees may be assessed if necessary.

Usage

Rooms may be used for:

meetings which are open to the public;
public lectures, panel discussions, film and slide presentations, group discussions, workshops and other similar functions;
organizations or individuals engaged in educational, cultural, intellectual, governmental or charitable activities.
Tutoring, employee training, depositions which are not open to the public
Personal, company or family parties which are not open to the public

Rooms may not be used for:

any purpose which may interfere with the regular operation of the Library;
programs involving the sale, advertising, solicitation or promotion of commercial products or services

No single group may have more than three (3) meetings reserved in advance. Exceptions are the library or library sponsored programs and community groups with prior approval from library director. For the study rooms, a group or individual may reserve no more than three (3) meetings per week. In addition, there is a four (4) hour time limit for study room use to accommodate all users. The time limit may be extended at the discretion of library staff for activities (such as test taking) with specific time requirements and if no individual or group is waiting to use the room.

The Library is not responsible for any equipment, supplies, materials, clothing or other items brought to the library by any group or individual attending a meeting. Users agree to abide by the Library’s User Conduct Policy.

In consideration of the use of the program/meeting room, study rooms and library facilities, any person or group using the rooms hereby agrees to indemnify and hold harmless the library from any and all actions and suits related to its use of such program/meeting room, study rooms and library facilities. The Library’s liability insurance policy covers the library and its employees. It does not protect the liability exposure of other individuals, clubs or organizations.

The following applies to all rooms:

Use of the library meeting room does not in any way constitute an endorsement of the group’s policies or beliefs by the Library staff or Library Board.

Food and Beverages: Users of the Meeting Rooms may serve light refreshments, but only if approved by the Library at the time the User requests and receives permission to use the Meeting Rooms. It is the responsibility of the User to observe all health codes when serving light refreshments.
Disruption Prohibited: Users making excessive noise that disrupts normal Library functions or other patrons' use of the Library may be asked to leave. This includes conducting the meeting or any part of the meeting outside of the Meeting Rooms.
Equipment Requests: Requests for use of audio or visual equipment, tables, chairs and any equipment owned by the Library must be made at the time the venue is scheduled. The Library does not guarantee the availability of any equipment.
Clean Up: It is the User's responsibility to leave the room in the condition (including furniture arrangements) in which they found it. The User must remove leftover food, containers, beverages and all other personal or group-owned items. Failure to clean up may result in forfeiting the privilege of using the room in the future. Users must include time to clean up within the scheduled time and must end meetings at least 15 minutes before the Library closing time.
Library Policies: Users shall observe all rules of conduct and policies applicable to Library patrons.
Occupancy: Users shall permit no more persons than is stated.
No Raffles and Contribution Requests: Users shall not sell tickets, raffles or any objects or solicit contributions from persons located anywhere in the Library or on Library property.
Private Literature: Users shall not distribute personal or group literature, brochures and other materials to Library patrons outside of the Meeting Rooms. Users shall not leave printed materials on Library property without prior approval of the Library Director or in accordance with Library Policy.
Use of Walls and Other Surfaces: No decorations or other materials may be attached or affixed to the walls, windows, doors or other surfaces unless approved by the Library. If such approval is granted, any such material must be removed at the close of the scheduled time.