Meeting Room PolicyAdopted 11/15/2005
North Palm Beach Library Meeting Room Policy
The Obert Meeting room is primarily for the use of the library or library related groups (Friends of the Library,
TreeSearchers Genealogy Group). When not required for library use, it may be available without charge for use
by the community, subject to the following regulations:
• The library meeting room may be use by community groups whose purposes are civic, cultural, or
educational in nature or are bona fide governmental boards or committees. The library reserves the
right to require a written statement of the program and objectives of a group, when this is not apparent,
before granting permission to use the room. No attendance or entry fee may be charged. In the event of
scheduling conflicts, preference will be given to meetings that are open to the public.
• The individual reserving and assuming responsibility for the room must complete a Request for Meeting
Room Use Form (see attachment A)
• Only the library or a library group may sponsor a fundraising or purely social event. Meetings for the
exclusive purpose of fund raising by individuals or other groups are prohibited. Non -profit
organizations may collect ordinary annual dues or sell miscellaneous items (such as the organization's
calendar, etc.) provided that such activity is incidental to the purpose of the meeting. Commercial sales
and promotions of businesses are prohibited.
• The meeting room shall not be used for political rallies, partisan events, religious services or evangelism
meetings.
• Use of the library meeting room does not imply library endorsement, and no announcement, press release;
flyer or other promotion should state or imply library endorsement or sponsorship of the event or the
organization. Such announcements, press releases, flyers or other promotions should clearly state the
sponsoring group's name and refer to the library only as the location of the meeting. Groups may not
use the library's name or address as their own address or headquarters location or store their property at
the library between meetings.
• Handouts, pamphlets or other materials may be distributed only to those attending the meeting and may
not be placed outside the meeting room for general distribution or left in the library at the conclusion of
the meeting.
• The organization conducting the meeting shall be financially responsible for damage to the facility or
equipment.
• Group representatives may arrive up to 15 minutes early to set up tables and chairs, as staff is not
available for this purpose. Before leaving, items must be returned to their original placements. All
meetings must be completed 15 minutes before the Library's scheduled closing time.
• Meetings may only be held during regular library hours and must not interfere with the normal operations
of the library. Meetings may be held outside of regular hours only when a library employee volunteers
to open or close the building.
• Food and beverages may be served, but the type of food and beverages must be approved in advance.
Cooking is not permitted.
• The meeting room has a capacity of up to 109 people.
• The library is not liable for injuries to people or damage to or loss of property while using the meeting
room.
• Final authority for the use of the meeting room rests with the Library Director or her /his designee.
• The library reserves the right to cancel any program, with 30 days' notice, if the library has an unexpected
programming opportunity.
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