Edwards Public Library

Community Meeting Room Policy

Edwards Public Library

Community Meeting Room Policy

The Trustees of the Edwards Public Library have formulated this policy for the use of the Community Room to ensure that Southampton residents have the greatest possible access to educational and cultural opportunities. The Library encourages events that are free and open to the public.

The Community Room is made available as a public service. Booking the room in no way constitutes an endorsement of the program or philosophy of the group or individuals using the facilities. The Trustees reaffirm the American Library Association’s Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting its use.

The priority of the Community Room is to support programs and functions that further the goals of the Library. When not being used by the Library, the room is available to town boards or committees, non-profit groups, and individuals or businesses for educational, recreational, and civic purposes. Persons wishing to display art in the Community Room should refer to the Edwards Public Library Art Exhibit Policy.

Neither the Board of Library Trustees nor the Town of Southampton shall be responsible for supervision of children, or for injury to persons or property that occur while the Community Room, kitchen area, or common areas are being used. Groups using the facility must conform to the following Regulations and Procedures.

Regulations and Procedures

1. Applicant must be 18 years of age or older.

2. Application must be made at least one (1) week prior to use. The Library Director will notify applicant of approval within 96 hours. If event is cancelled, the Library Director should be notified immediately. Applicant is responsible for notifying the public of event’s cancellation.

3. Reservations may be made up to six (6) months in advance.

4. Groups meeting during non-open library hours must arrange for temporary use of the Library key. Please check out the key at the circulation desk at least 24 hours before your scheduled program. Key must be returned in drop box upon leaving the building after event.

5. Events must end by 10:00 p.m.

6. Advertisements and notices for non-library programs must note that the Edwards Public Library is not a sponsor of the event.

7. If the Library is closed due to inclement weather, all programs will be cancelled.

8. Number of people attending meeting/program must be reported on feedback form. Comments about the room are welcome.

9. Chairs (40), tables (5), screen, lectern, and use of kitchen area are available. Groups are responsible for their set-up. Storage space is not available.

10. Light refreshments may be served and must be consumed in the Community Room.

11. The Community Room must be left clean. All garbage and trash must be removed from premises. Chairs and Tables must be returned to their original location.

12. Tables must be covered when glue, paint or other materials that could mark furniture are used.

13. Smoking and alcoholic beverages are prohibited on Library property.

14. Materials may not be sold at the event without permission of the Library Director.

15. Nothing may be hung on the walls without permission of the Library Director. Persons wishing to display art in the Community Room should refer to the Library's Art Exhibit Policy.

16. No open flames of any kind are allowed.

17. Children must be supervised by group members. Pick-up of children must be monitored by the group.

18. A maximum of 40 people may occupy the Community Room or common hallways.

19. Applicant may not use amplification, microphones, or music without prior approval of the Library Director. The Director has absolute discretion in allowing or denying amplification, microphones, or music.

20. No decision will be made on room use for an event connected with an art exhibit until the application and paperwork for the exhibit has been received and processed.

21. Applicant is responsible for all damage to building, books, furniture, or fixtures during their use of the Library.

22. Applicant will indemnify and hold Trustees or Town harmless for any injuries sustained during group’s use of Library.

23. Failure to comply with these Regulations and Procedures may jeopardize applicant’s future use of the room.

Updated and approved Board of Trustees August 5, 2008