Use of the Library’s Meeting Rooms (Morrell Meeting Room, Seminar Room, Technology Room-2nd floor, Tutoring Rooms) are governed by the following policy: Communication of Policy:
The Director shall develop a clear operating directive to the Library staff to implement this policy. The policy will be made available to the public. A summary of the policy provision and appropriate procedure will be posted in the meeting rooms and will also be made available to users. Use:
Meeting Rooms are reserved for Library and Town (including the Towns of Brunswick and Harpswell) programs, and when available, for use by the public. Public use is generally considered as “local nonprofit or community organizations for noncommercial purposes.” Groups with a wider-than-local constituency must have a local (Brunswick or Harpswell) representative for contact purposes. Beyond Library and Town programming, the Library’s intention is to prioritize use of the meeting rooms for the greatest good of the public, allowing for equal access for non-commercial purposes, while limiting financial and physical barriers to general participation, Fees:
1. For events that are promoted as “Free and Open to the Public” the Library offers meeting space at no charge to the sponsoring organization. Donations from sponsoring organizations are gratefully accepted.
2. For events that are free, but open only to the organization’s members, or to an otherwise closed group, the Library requests a free will donation, with recommended amounts, per event, of $25 for the Seminar Room, and $50 for the Morrell Meeting Room.
3. For events that require participants to pay a registration fee, or other compensation to the sponsoring organization, a minimum payment to the Library of $25 per hour of room reservation is required. Additionally, provision must be made for offering scholarships or other financial support to participants who are otherwise unable to afford the registration fee. This provision must be made public in any promotional material.
4. Admission fees may not be collected at the door. Any participant fees must be collected at some other location, not at the Library.
5: Fees for use of specific equipment supplied by the Library may be set by the Director. Collection of Fees:
Use fees should be presented to a Library staff person on or before the event date. Check (made payable to Curtis Memorial Library), credit card, or cash payment should be identified as to the organization name, event date, and the name of individual making payment. Credit card payments may be made at the Lending Services Desk. Receipts are available for any payment. Donations may be made at any time. If an organization has not paid a required fee within a week of the event, the Library will contact the organization’s representative with a reminder. The organization will not be allowed to make any further reservations until the uncollected fee is paid. Services Provided:
The organization sponsoring any event is responsible for setting up the room before the event, and for clearing the room at the conclusion of the event. The Library is not obligated to provide any support for set-up or break-down, irrespective of any fees paid to the Library.
Priority for Scheduling:
The rooms will be scheduled on a first-come-first-served basis, with priority given to the Library, Towns, and Brunswick schools. With the exception of Library programs, no “regular” schedule of events is permitted. Cancellation notice is requested as soon as possible. With the exception of use by the Library, Towns, and/or formal Library partners, organizations are limited to making reservations for up to four events or uses in a 9 month period.
Occupancy:
Maximum occupancy for the Morrell Meeting Room will be the limit governed by the prevailing fire code. (Maximum occupancy is 225 persons standing or 105 with table and chair setup.) The fire code number will be identified by the Library Director and included in an operating directive to the staff. Maximum occupancy of the Seminar Room is 20, with recommended limit of 15 with table/chair setup. Scheduled Hours:
All meeting spaces with the exception of the Morrell Meeting Room are accessible during hours in which the Library is open to the public. The Morrell Meeting Room is available for use before, during, and after regular Library hours. For before/after-hour use, the contact person for the organization is responsible for receiving the key, security code, opening/closing instructions, and return of the key. A Library staff person will be designated to provide the key/information during regular Library hours. For use of any other Library space outside of regular hours (i.e. exceptions approved by the Library Director), a member of the Library staff, or another person designated by the Library Director must assume responsibility for that use, and must be in the building for the duration of the event.
Activities Permitted:
Users must indicate the intended use and the number of people expected to be present. The following uses are specifically permitted; others may be permitted at the discretion of the Library Director:
o Meetings
o Service of beverages, sandwiches, and light snacks
o Fairs, displays
o Lectures and demonstrations
o Community programs Activities Not Permitted:
The following uses are specifically not permitted:
o Service of full course meals
o Alcoholic beverages
o Fixing banners, signs, artwork or other materials to walls, fixtures or other areas of the rooms except with the express approval of Library Director or designee. Variances:
This policy is subject to discretionary variances granted by the Director and communicated to the Board of Directors at its subsequent regular meeting.
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