Meeting Room Policy

From the library's Services & Facilities Policy. . .

       1.   The library provides meeting rooms for community use as a free public service.
              a.   Meeting rooms are booked on a “first come, first served” basis.  The library reserves some dates for library use.  Click here or call the library at (920) 967-3662 to determine availability.
              b.   Donations to the library for use of its meeting rooms are accepted but not required.
              c.   There are three meeting rooms available:
                    1)   The Company E Room for 30 to 150 people.
                    2)   The Activity Room for 15 to 40 people.
                    3)   The Gegan Room (boardroom) for 14 or fewer people.
      2.   Allowed uses: examples (not inclusive)
             a.   Events, programs and activities organized, sponsored or conducted by the library.
             b.   Club events (veterans, youth, sports, service, etc.).
             c.   Meetings (businesses, not-for-profits, unions, associations, political parties, etc.).  Not-for-profit organizations may collect dues, fees, or other appropriate charges.
             d.   Classes offered by not-for-profit educational institutions, local municipalities, counties, or their subdivisions (class fees permitted).
             e.   Home-school classes, meetings, events, etc. (class and event fees permitted).
             f.    Religious organizations (meetings, clubs, events, services, etc.).
            g.    Political meetings, candidate forums, legislator “listening sessions,” etc.
            h.    Events closed to the general public (if otherwise compliant with meeting room policies).  Library employees have an absolute right to enter any meeting room at any time to insure library policies are being followed.
             i.    Legal negotiations, proceedings, conflict resolutions, depositions, etc.
             j.    Recitals (piano, voice, etc.).
            k.   Tutoring or test proctoring (fee or free) by the library or non-profit organizations.
             l.    Individuals (or formal or informal groups) for purposes of studying, researching, planning, etc.
           m.   Fundraising events for not-for-profit organizations.
      3.   Prohibited uses
             a.  Commercial events (where products, services or memberships are advertised, solicited, or sold) including educational classes or seminars, which charge a fee.  (Library sponsored performers may sell merchandize related to their performance).
             b.  Gambling, in any form.
             c.  Serving/consumption/use of alcohol, tobacco or drugs.
             d.  Purely social events, including personal and family birthday parties, receptions, showers, etc.
             e.  Any event that is disruptive of normal library operations or services.
             f.   Any illegal activity.
      4.   Meeting room users agree to abide by these regulations:
             a.  Meeting room reservations will be confirmed when a signed room use application is received by the library office during normal business hours.
             b.  Groups or individuals using a meeting room shall not publicize their event in any way that implies that it is sponsored, co-sponsored, endorsed, or approved by the library, unless permission to do so has been given in advance by the library director or designee.
             c.  Groups or individuals using a meeting room shall be responsible, jointly and severally, for reasonable care of the room and its furnishings and equipment and shall pay for any damage caused or inflicted by an organization, its members, affiliated persons, guests, invitees, etc.  Nothing shall be taped, hung, tacked, etc. to any walls, windows, doors, furniture, etc. (except for surfaces provided for such purposes) without prior permission.  Nothing associated with or advertising a meeting or event shall be placed in the library’s entrance, hallways, or main floor that impedes patrons’ access to the library or its services.
             d.  The library cannot accept calls or relay messages to persons attending meetings except in emergencies.
             e.  It is the responsibility of meeting participants to supervise children accompanying them. Leaving children unattended in the building is not permitted.
             f.   Meeting rooms are available during normal library open hours.  Meetings may be scheduled before or after open hours by special arrangement.  Meetings and activities should be ended in time for cleanup and to permit all persons, equipment and supplies to leave the room (and library if after normal hours) by the end of the reserved time.
             g.  Meeting rooms are booked on a January-December year.  Reservations are accepted beginning the first regular business day in the September before the meeting calendar year. Groups that regularly schedule meetings throughout the year must complete a form to book their meetings for the coming year.
             h.  Regular monthly meetings are permitted, but regular daily or weekly meetings are not permitted.  More frequent room uses may be permitted on a temporary, ad hoc basis.  City of Menasha departments may use rooms more frequently.
             i.   If necessary, the library reserves the right to transfer individuals or a group to another meeting room in the library.
             j.   If necessary, the library reserves the right to control parking by meeting room users, or to deny use to groups for which parking may interfere with use of the library by other users.
             k.  If an event is cancelled, the meeting room user shall contact library staff within 48 hours of the meeting time.  The library reserves the right to charge a $10 set-up fee for failure to comply with this regulation.
             l.   Meeting rooms and/or kitchenette shall be left in an orderly condition.  If library staff must provide more than reasonable cleanup, a fee of $25 (or more based on actual costs) will be charged.  Any fee charged must be paid in full before the group may reserve or use a meeting room again.
             m. Fire exit doors or pathways shall not be blocked in any way.
             n.  Refreshments may be served in all meeting rooms.  More extensive meals are permitted in the Company E Room only.  Anyone serving food is responsible for cleaning up the room and for not leaving food behind.
             o.  The library shall not be responsible for any material used in or left in a meeting room, nor for the loss or damage of personal property.
             p.  As a courtesy, the library will try to set up the meeting room in a manner convenient to the group using it.  If, for any reason, library staff cannot set up the room, the group using the room shall be responsible for any set up or take down that it requires.
             q.  The library director has the authority to issue reasonable meeting room rules and to revoke permission for use of meeting rooms if policies and rules are not followed, and has authority to interpret minor variations from this policy.  Any person or group may appeal the director’s decision to the library board.
      5.   Meeting room users may request equipment for use during their meeting or event.  These are available upon request:
             a.  Laptop computers
             b.  Television (with cable access)
             c.  VCR player
             d.  DVD player
             e.  Opaque projector
             f.  Transparency projector
             g.  LCD projector use with a laptop
             h.  Carousel slide projector
             i.  Projection screen
             j.  Easels
             k. Telephone/phone line
             l.  Cabled or wireless internet access
            m. Sound system with various microphone options
            n.  Lectern
            o.  Coffee urns
            p.  A baby grand Steinway piano
                 (1)  The piano will be available for use by responsible individuals and groups through prior  arrangement with library administration.
                 (2)  The piano will not be used as a regular practice instrument, i.e., Use by individuals will be permitted on an occasional basis.
                 (3)  When more than one person wishes to use the piano, time restrictions may be imposed.