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Policy on Public Use of Auditorium and Meeting Rooms

Revised and Adopted by the Rochester Public Library Board on 7/15/2009

The Rochester Public Library offers an auditorium and meeting rooms for individuals, community organizations, and businesses that wish to provide an open forum for knowledge, ideas, and cultural enrichment. Any questions regarding interpretation of this policy shall be referred to the Library Director.

Requirements for Use of Meeting Rooms

1. All meetings held in the Rochester Public Library must be free of charge.
2. Admission or membership fees or the purchase of any item as a condition for attending the meeting are not allowed.
3. Programs that involve the sale of goods, processes, products, or services are prohibited. (Exceptions may be made on library programs as long as sales benefit the library or are not the primary purpose of the meeting/program.)
4. The library always has first priority to schedule use of the facilities.
5. Use of the library meeting rooms does not constitute library endorsement of the philosophies, practices or viewpoints of the meeting participants.

Room Availability

1. An auditorium and two meeting rooms are available for use by the public.
2. The auditorium may be used by groups of 25 to 170, Meeting Room A (main floor) can accommodate up to 15 people, and Meeting Room B (second floor) is appropriate for groups up to 30. The actual number of people that Meeting Room A and Meeting Room B can accommodate may vary with different table and chair arrangements.
3. The auditorium and meeting rooms are available from 3:00 p.m. to 8:45 p.m., Monday through Thursday, and during open library hours on Saturday and Sunday.
4. The rooms must be put back to their original arrangement and vacated 15 minutes before closing time.

Fees for Use of Meeting Rooms

1. The library charges the following fees for the use of the auditorium:

• $ 50.00 for up to 4 hours with no set up
• $100.00 for 4+ hours with no set up (Groups will have to take out the tables and chairs from the closet,arrange them in the auditorium, and put them back after the event.)
• $100.00 for up to 4 hours with set up
• $200.00 for 4+ hours with set up
  (Library staff will arrange the tables, chairs and other equipment in the auditorium according to set-up sheet.)
  

2. The library charges the following fees for the use of Meeting Room A and Meeting Room B:
   (The library does not provide set up for these meeting rooms.)

• $10.00 for up to 2 hours
• $20.00 for 2+-4 hours
• $40.00 for 4+ hours
  
  Table and chair arrangements must be left as shown on the diagram posted in the meeting rooms or a room set-up fee of $25.00 will be assessed.

3. The following equipment is available for a fee of $5.00 or $10.00 each:

• VCR/DVD player and TV monitor:   $10.00
• slide projector:   $5.00
• overhead projector:   $5.00
• coffee pots: (groups will provide own coffee and cups):   $5.00
• The library does not rent out video/data projectors for its meeting rooms. Local Rental Service Stores may offer projectors for rent.
       
  A microphone is available at no additional charge with room set up in the auditorium or at an additional $20.00 fee without set up in the auditorium or in Meeting Rooms A or B. The auditorium and both meetings rooms are equipped with projection screens and public Wi-Fi access.

Procedures for Booking Rooms

1. The auditorium and meeting rooms are scheduled through the Administration office at 328-2310 from 8:00 a.m. to 5:00 p.m., Monday through Friday. Reservations will be taken no more than 90 days in advance of the reservation date.
2. Payment must be submitted before any reservation is considered final. Payment implies agreement to abide by the meeting room policy.
3. Cancellations must be made 48 hours in advance or room rental fee will be forfeited.
4. Anyone with an outstanding meeting room rental fee may not book a room until the previous fee has been paid in full.
5. All bookings must have full contact information including Name, Organization (if applicable), address, phone number, and email address (if available).

Meeting Room Regulations

1. Smoking is not permitted. Alcoholic beverages are not allowed.
2. Groups are responsible for bringing their own supplies and should not ask library staff to provide needed supplies. Groups using the small kitchen adjacent to the auditorium must leave the kitchen in an orderly condition.
3. Any group which fails to leave the room in a satisfactory condition, does not clean the kitchen, or damages the premises may be billed for the cost of damages, and if the bill is not paid, will not be allowed to use the meeting rooms in the future.
4. Groups wishing to exhibit, perform, duplicate, or distribute any copyrighted work in the library (print or non-print) must secure a license or permission to do so.
5. The Library is a place of quiet reading, study, research and reflection. Loud talking or other loud sources of noise are not allowed to extend beyond the meeting room. CD players, microphones, and other electronic devices may be used, but the sound must be contained within the reserved room.
6. All groups must abide by the Library Code of Conduct. Please be respectful of all library patrons when in the library.

page updated 08/11/2009

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