Meeting Room Policy

The meeting rooms may be used for meetings or exhibits as long as the space is not required for library purposes. Library events will be given priority over those of other organizations. If a scheduled meeting must be cancelled for library purposes, at least 24-hour notice will be given.

All meetings must be open to the general public and may not discriminate against any group or individual because of religion, ethnic origin, age or gender. The community rooms are available for education, cultural and civic betterment purposes.

Library meeting and community rooms may not be used for the selling or trading of any product or service for profit or commercial gain.

Adopted June 3, 2003

Guidelines for use of Library Community Rooms

The Library is delighted to provide well-lighted and clean community rooms to the public. Outside exits are located on exterior walls for added safety for those using the rooms.

Safety is always a concern, especially when these rooms are used without supervision by the staff. The upkeep and appearances of the rooms is also a concern. Recently drinks and food have stained and damaged the rug. Money to replace damaged and stained carpet is not available.

Hallways and traffic areas should not be used as part of the meeting room. These areas should remain clear and unobstructed.

The library charges a nonrefundable fee of $20.00 for each use of the community roms, which must be paid in advance of the meeting. Additional charges for parties may also be collected to offset the library's cost for additional cleaning hours.

Adopted November 3, 2003

How to Reserve the Meeting Room

The room must be reserved as far in advance as possible. Reservations will be taken between during regular Library hours.

In fairness to the number of groups wanting to use the meeting rooms the library will not accept reservations for a long series of meetings which would designate the library as a regular meeting place for an organization. However, a group may reserve the meeting room on a month-by-month basis.

An adult member or sponsor of the organization will be required to read and sign a copy of these rules before any meetings may be scheduled.

Conditions for Use

1. Smoking or the use of alcoholic beverages is prohibited in all areas of the library.
2. Meetings rooms shall be left clear of litter and any spills should be reported immediately to the staff.
3. The library does not take responsibility for lost or stolen items.
4. The kitchen should be cleaned and wiped dry before library closing.
5. The kitchen provides access to running water and electricity.
6. Upon request the library will provide access to a 30-cup percolator.
7. All supplies used by the group, including paper supplies and food items, are to be brought in by the organization.
8. A nonrefundable fee of $20.00 is charged per meeting and must be paid in advance of the meeting.

Rooms Available

The Library has three rooms available for meetings.

1. Board/Conference Room - Main Floor - primarily used for meetings of the Poplar Bluff Public Library Board of Trustees, but is available for small groups of 8 or under.
2. Large Community Room - Lower Level - Maximum Room Capacity - 125
3. Small Community Room - Lower Level - Maximum Room Capacity - 25

Hours of Use for the Public Meeting Rooms

The meeting rooms are available during the Library's regular hours. (Monday through Thursday, 9:00 a.m. - 7:00 p.m., Friday & Saturday, 10:00 a.m. - 5:00 p.m.). Groups must vacate the rooms at least 15 minutes prior to the Library's closing time.

No meetings will be scheduled outside of the Library's regular hours.

Equipment

A slide projector, screen, podium, and VCR are available upon request. The Library does not have staff available to assist with the set up or operation of equipment.

Set Up and Clean Up

Tables and chairs are available, but set up is the responsibility of the group scheduling the meeting room. Trash should be picked up and the kitchen should be cleaned. Set up and clean up should be accomplished within the time period for which the room is scheduled.

Additional Rules and Regulations for Meeting Rooms

1. Attendance at a meeting may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room. These limits are: Large Community Room, 125; Small Community Room, 25; Board/Conference Room, 8.
2. Any use of the meeting rooms that disrupts the normal operations of the library will not be permitted.
3. Smoking is not permitted in the Library.
4. Alcoholic beverages may not be served or consumed in the Library or on the premises.
5. Groups whose members are under the age of eighteen must be accompanied by one adult chaperon for each fifteen participants.
6. Hazardous materials including, but not limited to paints, solvents, and explosives are prohibited.
7. Groups using the facilities must comply with the American for Disabilities Act and upon 48 hours' notice are responsible for providing qualified interpreters and/or auxiliary aids as requested.

Damages and Liabilities

Neither the Poplar Bluff Public Library nor the City of Poplar Bluff will be responsible for articles lost, stolen or damaged, nor for personal injuries sustained on the premises.

Denial of Meeting Room Privileges

Failure to abide by the Library's meeting room policy and rules of conduct may result in the cancellation or refusal of future reservations.