Policy on Public Use of Auditorium and Meeting Rooms

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Approved by the Rochester Public Library Board of Trustees on October 25, 2017

The Rochester Public Library offers an auditorium and meeting rooms for individuals, community organizations, and businesses that wish to provide a forum for imagination, creativity, engagement, and learning.  Any questions regarding interpretation of this policy shall be referred to the Library Director.

 Requirements for Use of Meeting Rooms

  1. Programs that charge a fee for attendance/admission or involve the sale of goods, processes, products or services are prohibited.  Donation requests are not allowed as well. 
  2. The library always has first priority to schedule use of the facilities.
  3. Use of the library meeting rooms does not constitute library endorsement of the philosophies, practices or viewpoints of the meeting participants.
  4. Individuals or groups using the Meeting Rooms must use and clearly display the following statement in all publicity for their event: “This event does not occur in partnership with nor is it endorsed by the Rochester Public Library or the City of Rochester.” 

 Room Availability

  1. The auditorium may be used by groups of up to 100 (main floor), 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 each meeting room can accommodate may vary with different table and chair arrangements.
  2. Amenities for each room are listed online.  Follow the link shown below.
  3. Meeting rooms are available during library open hours.
  4. The setup for Meeting rooms A and B is the responsibility of the user(s); these rooms must be put back to their original arrangement; and all rental spaces must be vacated 15 minutes before closing time. 

 Procedures for Booking Rooms

  1. The auditorium and meeting rooms are scheduled through the Room Reserve page of our website. If you have any room rental questions, please call the Administration office at 507-328-2310 from 8:00 a.m. to 5:00 p.m., Monday through Friday.
  2. You must book any set-up and tear down time due to the fact that there are many back-to-back meetings.
  3. Payment must be submitted to confirm any reservation and it implies agreement to abide by the meeting room policy.  Credit cards are not charged until the room reservation is confirmed.
  4. Cancellations must be made 7 days in advance or room rental fee will be forfeited.
  5. Anyone with an outstanding meeting room rental fee may not book a room until the previous fee has been paid in full.
  6. All bookings must have full contact information including Name, Organization (if applicable), address, phone number, and email address.

 Fees for Use of Meeting Rooms

     

Pricing

Number of Days in Advance that Rooms may be Booked

Meeting Room A
Hourly Rate

Meeting Room B
Hourly

Rate

Auditorium
Hourly Rate

Community Group/Non-Profit/Government)

90 Days

$5.00

$7.50

$40.00

Individuals/For Profit

90 Days

$10.00

$15.00

$60.00

 

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. If this bill is not paid, the group will not be allowed to use the meeting rooms in the future.

 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 follow the posted Kitchen Use Guidelines by leaving the space in an orderly condition.
  3. 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.
  4. Loud talking or other loud sources of noise are not allowed to extend beyond the meeting rooms. CD players, microphones, and other electronic devices may be used, but the sound must be contained within the reserved rooms.
  5. All groups must abide by the Library Code of Conduct. Please be respectful of all library patrons when in the library.

Printable copy of the Public Use of the Auditorium and Meeting Rooms Policy (PDF)

Printable copy of the Public Use of the Auditorium and Meeting Rooms Policy (Word Document)

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