Meeting Room Policies and Guidelines

The Meeting Room Facilities in the Vernon Parish Library are provided primarily for library-related programs and other activities sponsored or co-sponsored by the Library. The Facilities may be used by community, civic and religious organizations if not scheduled for library related programs. Worship services may not be held. The Vernon Parish Library Board of Control has approved the following Policies and Guidelines.

Facilities Available
··Seating for 100 (as set by the Fire Marshal)
··Tables (15” & 30” deep x 6 ft.)
··5’, 65” and 84” wide inch projection screens
··Large screen color TV
·· DVD player
··White Board / Cork Board easel
··Portable microphone is available. A lectern with sound system along with a lapel mike  is
available upon request in advance.
··Computer projector is available upon request in advance.
··20 laptop computers are available upon request in advance.
··Wireless Internet access.

Kitchen Facilities
A full-service kitchen is available for serving light refreshments. Equipment includes microwave, refrigerator, stove, ice maker, and coffee machine. Dishes are also available. Groups using the room are responsible for cleaning and putting up dishes used.

Policies
Meeting  Facilities are available for use by community and civic organizations. Money may not exchange hands, because of security reasons. Meeting Facilities are made available on an equitable basis, regardless of the beliefs of affiliations or individuals or groups requesting the use of the facilities. The fact that a groups is permitted to meet in the Library does not in any way constitute an endorsement of the group’s policy or beliefs. The Library Board does not intend nor by policy establish library meeting facilities as “public forums”.  All meetings must be free and opened to the public. Any eligible group or organization may request the use of the meeting facilities by filling our a Meeting Room Request Form. The Library Board reserves the right to review any or all applications and may demand sufficient time to make proper investigation before approval is given on a request. Failure to comply with the rules an guidelines or abuse of privileges will result in suspension of the right to use the Meeting Facilities.
The Library is not responsible for equipment, supplies, materials or other items owned by a group or individuals and used in the library.
Organizations using the meeting room are responsible for any damages to the facilities and/or equipment while using the room.

Rules and Guidelines
Reservations:
··Reservations are made on a “first come, first served” basis. However, library programs have first priority in scheduling the use of meeting facilities.
··Reservations must be made a minimum of 24 hours in advance if no special arrangements are needed; one week in advance for special arrangements.
··Reservations may be made for a maximum of one year in advance and a maximum of 2 meetings per month. This is because of popularity of using the room. This will take effect June 1, 2019 for all new groups using the room. Existing groups will be grandfathered in.
··Exceptions may be made only by the Library Director or his/her designee.
Publicity:
··Publicity is the responsibility of the group or organization holding the meeting. Every reasonable effort should be made to ensure that the publicity does not give the impressions that the Library is a sponsor or endorses the group or organization’s beliefs.
··The name and address o the Library may not be used as the official address or headquarters of any organization.
Rules for use:
··No admission fees may be charged.
··Only light refreshments which do not require cooking may be served. Coffee, tea, or punch may be prepared in the kitchen area. The kitchen area must be left clean and orderly. No activities that involve things that could damage the room or equipment, i.e. color crayons, paint, markers, etc., are allowed.
··Smoking, tobacco products alcoholic beverages and illegal drugs are not allowed.

·The room may not be used to conduct business or to avoid the use of commercial space.

· ·Materials ARE NOT to be taped, tacked or stapled to the walls, windows, doors or ceiling or furniture. 
· ·Meetings may not disrupt the normal functions of the Library nor disturb library patrons. Noisy or disorderly meetings will not be tolerated. Meetings must be confined to the meeting room facilities.
· ·The Library reserves the right to deny use of Library Meeting Facilities as a result of violation of these rules and regulations.
Rev. 3/5/09
Rev. 4/25/19