BELMOND PUBLIC LIBRARY
MEETING ROOM POLICY

TYPES OF USE:  Primary use of the meeting room is for educational classes, meetings and library programs.  When the room is not in use for library purposes, it is available for rent.  Use of the room will be scheduled with the library director on a first-come, first-serve basis.  With tables, this room can comfortably seat 20 to 30 people.  The room may not be used for children’s birthday parties or very large receptions.  Final approval is at the discretion of the Director and/or Library Board.

DISCLAIMER:  Permission to use the meeting room does not imply that the Library Board of Trustees, the library staff or the City of Belmond supports the opinions and/or views of the users. Organizations using the meeting room must have a non-commercial purpose. Use of the Community Room on a standing or continuing basis is not allowed. Each meeting room use must be requested individually.

CHILDREN’S AND YOUTH GROUPS:  Children’s or youth groups using the room are required to provide constant on-site supervision by an adult (person age 18 or older).

REFRESHMENTS:  Only light meals and refreshments will be permitted at meetings and gatherings in this room. A kitchenette is available adjacent to the meeting room.  It is equipped with a sink, refrigerator, microwave and 30-cup coffee pot. 
Items NOT provided include:  trash bags, dishes, dish towels and cloths, and dish soap.  Renters need to bring their own.  

EVENT SIGNAGE AND ADVERTISEMENT: Event signs that announce the subject matter of meetings held in the meeting room are prohibited on library property. When signs or advertisements are posted in other areas of the community or communicated on mass media, the library’s name must remain completely disassociated from any part of the meeting’s content and is mentioned only as the location for the meeting room. 

EVENT SET UP: In the event a user would like to come in a day early to set up for an event, they must create an additional reservation and pay the meeting room fee for that additional day.

CLEANUP:  The room must be left in the same condition that it was found before being used.  If tables and chairs are moved or taken down, they must be returned to their original formation. Users are asked to take their trash with them when they leave.  A vacuum cleaner is available if needed in the custodial room just off the back entrance.

ALCOHOL, TOBACCO, CONTROLLED SUBSTANCES:  No alcohol or controlled substances may be possessed or consumed on the premises. The library is a smoke-free building.  No smoking or vaping is permitted in any area of the building or outside on library grounds.

ACCESSIBILITY:  If the room is to be used after library hours, the person reserving the room must pick up a key during library hours.  It is to be placed on the podium before exiting the premises.

RESPONSIBILITIES OF MEETING ROOM USERS:
1. Room Use Agreement must be signed and fee paid prior to room use.
2. Users are responsible for and shall pay for any damage to either the room or the equipment.
3. The user is responsible for checking the restrooms, turning off all lights, and locking the doors before leaving.
4. Leave the room clean and arranged as you found it.
5. Take trash with you.
6. The key must be left on the podium that is located underneath the TV before leaving the premises.

STORAGE:  The library cannot offer storage for groups using the meeting room. This includes decorations for an upcoming event.

COST AND DAMAGE:  The Library reserves the right to collect payment for costs incurred through use of its facilities and meeting rooms. The Library may also collect payment if users cause damage to its facilities and meeting rooms. A user fee is required prior to occupying the meeting room.  Fees are to be paid in advance to a library staff member. 

 Meeting Room Fee Schedule

The fee for using the room will be                                          $30.00 per day

Exceptions:

Non-profit organizations & Gov’t. agencies                                $10.00 per day

No charge to:

B-K School, City of Belmond, NIACC, Kids’ groups (4-H, Scouts, etc.)     

Reviewed & approved by Library Board 1/16/06, October 19, 2009
Reviewed & revised September 19, 2011
Reviewed & revised June 16, 2014
Reviewed September 2017; April 19, 2021

Reviewed and revised December 18, 2023

Reviewed and revised May 20, 2024

Conference Room Use Policy

The small conference room is available to library patrons during library hours on a first-come, first-serve basis. 

Reservations will be made for public service groups, educational agencies, and individuals who need to use the room on a regularly scheduled basis, at the discretion of the library director.    

Covered drinks and snack foods (e.g. cookies, candy, popcorn etc.) may be allowed at the discretion of the librarian on duty.

Adopted by Library Board of Trustees April 21, 2003
Reviewed by Library Board October 19, 2009
Revised by Library Board March 17, 2014
Reviewed June 19, 2017; April 19, 2021, April 16, 2024