Conference Room Policy

MEETING ROOMS POLICY – WAUPUN PUBLIC LIBRARY

Purpose

The meeting rooms of the Waupun Public Library are available to non-profit community groups for presentation of informational, educational, or recreational meetings and programs in keeping with the mission of the Waupun Public Library.

Policy

  1. Meeting rooms will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Meeting rooms are scheduled on a first come – first served basis.
  2. Meetings may be used for (not inclusive):
    a. meetings which are open to the public;
    b. organizations or individuals engaged in educational, cultural, intellectual, governmental or charitable activities.
  3. Meeting rooms may not be used for:
    a. any purpose which may interfere with the regular operation of the library;
    b. programs involving the sale, advertising, solicitation or promotion of commercial products or services;
    c. personal, company, or family parties.
  4. No admission fee, registration fee, nor donations may be sought from meeting attendees, except by local non-profit educational, social service or cultural organizations with the specific permission of the Library Director. This guideline is waived for library fundraising.
  5. No charge will be made by the library for the use of the meeting rooms.
  6. Application for the use of meeting rooms must be made on the appropriate form by an authorized representative of the group.
  7. Users agree to abide by the library’s Code of Conduct at all times.
  8. Users accept responsibility for all damages caused to the building and/or equipment beyond normal wear.
  9. Meeting rooms shall be left tidy and in an orderly condition.
  10. Recurrent reservations for the meetings rooms will be accepted, but for no more than one calendar year at a time. At the end of the year, such reservations must be reviewed.
  11. Groups are responsible for setting up the rooms, as well as leaving them in a tidy and orderly manner.  Given 72 hour notice, the library will contact the Department of Public Works for possible labor in setting up the room if desired, though we cannot guarantee their assistance.  Thus, the group using the room may have to set it up themselves.
  12. If a group no longer needs a reservation, the library expects to be contacted to cancel the reservation. If the room is reserved and no one arrives at the appointed time, the group is considered a “no show.” If a group has three no-shows in a year, the group cannot book the room for the twelve months following the third “no show.”
  13. Storage facilities will not be provided for any non-library organization.
  14. The library is not responsible for the supervision and security of the exhibits and displays.
  15. Meeting rooms and front entrance of the library must be vacated no later than 10 p.m. In the event a group stays later and sets off the building security system, the group may be prohibited from future use of the meeting rooms.
  16. If a meeting runs beyond regular service hours, the group must turn off all lights and verify that the front door catches and locks behind them when leaving the building.