Meeting Room Policy

East Lansing Public Library
Meeting Room Policy
 
Rules and Regulations
The Board of Trustees of the East Lansing Public Library recognizes that the Library facility belongs to the community. Accordingly, it is the policy of the Board to make the Library Meeting Room available on a limited basis to nonprofit groups and organizations for cultural and educational purposes as well as to profit-making organizations for educational, instructional, and training purposes. The primary purpose of the Library facility is to provide library services to the community and public use of the Library Meeting Room shall not disrupt these services. The Board further recognizes that there are costs associated with non-library use of the Library Meeting Room and that, consequently, Meeting Room usage fees must be assessed so that tax monies are not used in support of non-library activities.
 
The following rules govern the use and rental of the Library Meeting Room to protect the regular programs and services, those who use the Library, and the taxpayers who have provided the facility.
 

Availability

  • Meeting Room Usage Priorities: Library programs, library-related programs and City of East Lansing programs are scheduled in advance, after which the room is available to community organizations, nonprofit organizations, town meetings of elected officials or representatives of local, state and national government and for-profit groups on a "first-come-first-served" basis. 
  • Private social gatherings are not permitted.
  • Meetings must comply with the provisions of the Open Meetings Act if applicable.
  • Meeting Room programs must not interfere with library operations.
  • The Library Meeting Room cannot be a point of sale nor can any financial transactions be conducted or otherwise take place by any non-Library sponsored groups during its use of the Meeting Room. Soliciting of funds or sales is not permitted. 
  • Fund-raising events are not allowed unless they are library-sponsored.
  • Admission or registration fees cannot be charged on site.
  • Educational courses conducted by non-profit groups may charge fees for learning materials or course credits.
  • All groups using the Meeting Room must be under adequate adult supervision, with an adult in attendance at all times; the supervising adult must assume responsibility for the repair or replacement of damaged facilities or equipment. 
  • The capacity of the Meeting Room as determined by the Fire Marshall shall be observed at all times; Whole Room: 208 persons.  As a general rule the entire Meeting Room can hold 100 persons “theatre” style and 50 persons “classroom” style.  
  • Any group using the facility must comply with all applicable Civil Rights laws.
  • For, and in consideration of the use of the Meeting Room, any person or group using the room shall agree to indemnify and hold harmless the East Lansing Public Library and its representatives from and against any and all claims, demands, judgments, settlements, damages, actions, causes of actions, injuries, administrative orders, consent agreements and orders, liabilities, penalties, costs and expenses of any kind whatsoever, which may arise or be asserted, directly or indirectly, with regard to the use of the room.
  • The Library assumes no responsibility for damage to, or theft of, any item displayed or exhibited in the Meeting Room. All items are placed in the Meeting Room at the owner's risk.

Scheduling/Application/Canceling

  • All meetings must be ended and the building vacated by 8:30 p.m. Monday through Thursday, by 5:30 p.m. on Friday, and by 5:00 p.m. on Saturday. If your event runs past Library closing time, you will be charged an additional hour for every half hour you remain in the building.  The Meeting Room is only available for Library or City sponsored events on Sunday.
  • Reservations will be taken in the order of application with payment.  Groups must submit an application signed by the supervising adult with the requisite fee before the reservation will be accepted.  In case payment cannot be submitted immediately, it must be received within three days of the reservation.
  • An adult representative of a group shall sign an application accepting responsibility for (a) the group's adherence to the rules, (b) any damage to library property or equipment, and (c) payment of appropriate fees.
  • Reservations may be made no more than three (3) months prior to the scheduled meeting at the discretion of the Meeting Room Coordinator.  There is no expectation that the Library Meeting Room will be available to the public at the same times and days each month or subsequent days in a row.  
  • Hours of scheduling shall include the total time involved in the meeting, from the time the organization requires the room, for assembling, set-up or other purposes, to the time the room is cleaned and vacated. 
  • Cancellation of meetings must be received at least one full week before the scheduled time.  Cancellations submitted after normal business hours will not be received until the next business day.  Organizations will be allowed three cancellations per calendar year: the fourth cancellation is non-refundable.  Failure to notify the Library of cancellation will result in the forfeit of the fee.
  • The Library may cancel any meeting because of adverse weather conditions or for other emergency reasons. 
  • Room set-up and equipment needs shall be stated at the time the application is submitted.
  • Non-profit organizations may be required to provide a copy of their government 501(c)(3) form when they submit their initial application.
  • The Library reserves the right to reject any application and withdraw previously granted permission for use of the facility for violation of these rules at the absolute discretion of the Library Director and/or Library Board. Permission to use the Meeting Room does not constitute a lease.

Responsibility for Equipment and Facilities
The Library will provide the following equipment upon request:
Chairs
Tables
Podium
Blackboard
Table-top lectern
Stationary screen and LCD projector
Easel
DVD player
Microphone
Coffee maker
Hot water pot

  • The group assumes full responsibility for all equipment used and any damages to the Meeting Room itself.
  • Groups must provide a qualified operator for any equipment used. Use of electrical or other equipment must conform to normal fire and safety standards. Approval must be received in advance for equipment not supplied by the Library.
  • Nothing may be affixed or mounted to the walls of the Meeting Room except where tack-able surfaces are provided. 
  • The Library will not provide storage for any purpose to any group.
  • Groups are responsible for the facility until they have notified staff that they have vacated the room and must never leave the room unattended. 
  • The Library reserves the right to charge a fee for any needed repairs or cleaning.

 
Kitchen Facility

  • The kitchen facility is to be used to prepare light refreshments that may require only warming. On-site cooking is prohibited per Health Department regulations.
  • All plates, cups, eating utensils, etc. must be furnished by the user.
  • Groups reserving the non-kitchen half of the Meeting Room will not have access to the kitchen facility. They may bring those items of food and drink considered to be in the light refreshment category that require no warming. 
  • The kitchen and all facilities used must be left clean, all refuse removed, all food items must be removed, all electrical equipment must be turned off, and all furnishings cleaned.
  • The Library reserves the right to charge a fee if excessive cleaning is required.
  • The Library is not responsible for any equipment left in the Meeting Room or the kitchen.

Fees
Two-hour minimum usage is required, one-hour increments only thereafter.  If event runs beyond the scheduled time, groups will be charged for the additional hour(s).  Additional time may not be available based upon the schedule.

Resident/Non-Profit Organization                               
Whole Room     $40 for 2 hours, each additional hour $10
Half  Room        $30 for 2 hours, each additional hour $5  
Non-Resident/For-Profit Organization
Whole Room     $50 for 2 hours, each additional hour $15 
Half  Room        $40 for 2 hours, each additional hour $7 
  

General Regulations 

  • Smoking, the use of tobacco products or drugs is prohibited.
  • No alcohol or alcoholic beverages of any type may be brought into, served or consumed on the Library's premises.
  • All users of the Library facility agree to comply with all applicable state and federal laws and local ordinances. Further, in accordance with Act No. 453 of the Public Acts of 1976 and Act. No. 220 of the Public Acts of 1976, and City Ordinance No. 644, groups using the Meeting Room agree not to discriminate because of race, color, religion, national origin, age, sex, height, weight, marital status, handicap, student status or sexual orientation.
  • Meeting Room attendees may not leave children unattended in the Library, in accordance with Library policy. Child care service for the children of persons attending meetings is not provided by the Library.  
  • Organizations may not use the Meeting Room for any unlawful purpose or for the purpose of encouraging and counseling any person(s) to violate the law.
  • The name, address and telephone of the East Lansing Public Library may not be used as the address or headquarters for any group using the Library for meeting purposes.
  • Whenever personal injury or loss/damage to property occurs in connection with the use of the Meeting Room, it must be reported to staff by the group's adult representative.
  • Registering participants for a program will be the responsibility of the sponsoring group and not the Library.
  • With the exception of help dogs, groups using the Meeting Room are not allowed to bring animals into the Meeting Room.
  • The fact that a group is permitted to meet in the Library Meeting Room does not in any way constitute an endorsement of the group's policies or beliefs.
  • Users of the Meeting Room are expected to adhere to the guidelines and Meeting Room policies as set forth herein. The East Lansing Public Library reserves the right to deny continued Meeting Room access to customers in the case of inappropriate usage or behavior.

 
Revised and approved by the Library board of Trustees April 21, 2010
Adopted effective July 1, 2010

Meeting Room Application

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