MEETING ROOM USE POLICY
Application Procedure:
A. All applications forms must be completed by an adult member (18 years or
older) of the requesting organization.
B. Organizations/groups must submit one application per meeting to the Meeting Room Coordinator at least two weeks, but not more than three months, in advance of the date being requested. Applications for dates three months in advance will not be processed until library program dates have been set.
C. First priority is given to library programs, including those of the Friends of the Webster Public Library. Second priority is given to non-profit Webster organizations in order of request. Third priority is given to any other non-profit organizations in order of request.
D. Groups or organizations may not request use of the Community Meeting Room on a monthly or regular basis.
E. Requests for a meeting room can be made remotely by accessing the online reservation system at www.websterlibrary.org. If an individual or group is unable to apply online, a paper application can be submitted in person, by fax, or by mail. (Applicants can call the library to request a paper application be mailed or faxed to them or one can be printed from the library’s web page at www.websterlibrary.org)
F. If the application is approved, the requested date will be entered on the online reservation system and regarded as confirmed. A notice of confirmation will be mailed or emailed to the responsible member of the organization.
G. The Community Room Coordinator must be notified promptly of any cancellations. Failure to do so will affect future reservation status.
Use of Meeting Rooms:
1. All groups must check in and out with the Reference Desk staff.
2. Use of the room must not interfere with the convenience of Webster Public Library patrons.
3. Organizations/groups, which are sponsoring activities/programs open to the general public, are responsible for complying with accessibility requirements as mandated by the Americans with Disabilities Act of 1990. The library will provide further information and assistance on request.
4. No entrance fee may be charged nor may contributions be solicited.
5. Smoking and/or use of alcoholic beverages in the Community Room or anywhere else in the building are prohibited.
6. No meals may be prepared or served. Light refreshments such as coffee and cookies are permissible. Organizations must provide all equipment and utensils needed.
7. The member of the organization signing the room use application will be directly responsible for any damage caused by the group.
8. The meeting room may be used only when staff members are present in the building. Meetings/programs must finish 15 minutes before the library closes.
9. The organization using the room is responsible for setting up and taking down equipment and leaving the room in order. Equipment available for use is listed on the room use application.
10. The library is not responsible for articles left in any part of the building.
Additional
Information:
General Statement of Purpose
Publicity Guidelines
Failure to adhere to any of these guidelines may result in cancellation of the group's reservation.
I have read the Webster Public
Library's Meeting Room Use Policy, including the General Statement of Purpose
and Publicity Guidelines, and by applying for a room online, I am accepting this
policy. Click HERE
to access the online room reservation program.
Policy for use of the Webster Public Library Community Room is determined by the Board of Trustees of the Library and administered by the Library Director or the Director's designee. Questions not covered above will be decided by the Webster Public Library Board of Trustees at their earliest convenience.
Approved
by WPL Board of Trustees
Revised
Revised
Webster Public
Library
Webster Plaza, 980 Ridge Road,
Webster, New York 14580 USA
Telephone: 585-872-7075 Web site: www.websterlibrary.org
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