Meeting Room Policy

The Library maintains a meeting room as part of its community service program. This policy defines use of the meeting room for non-library purposes.

1. This policy is subject to change at any time.

2. The meeting rooms in the Romeo District Library are available without charge to non-profit organizations for recreational, cultural and civic purposes. Rooms are not available for religious services, partisan political rallies, or for purely social occasions. The meeting rooms are only available to non-commercial, non-profit groups in Romeo, Washington and Bruce. The meeting rooms cannot be used for the sale, promotion, endorsement or advertisement of a commercial product or service.

3. All groups using the rooms must be under adequate adult supervision, with an adult in attendance at all times. The supervising adult must accept responsibility for the repair/replacement of any damaged facilities or equipment. In addition the responsible party must make program attendees aware of the library’s policy and its regulations. Groups using the room are responsible for the condition of the room. They will be billed for any damage to the room as result of their use.

4. Groups wishing to use the room must fill out an application at least 48 hours prior to use. Return of the signed application will convey approval for use of the room. Applicants must be age 18 or older and have a valid Romeo District Library card. The library will share the name and telephone number of the applicant if there are any inquiries from the general public about the meeting or organization.

5. No more than one meeting is allowed per month per group. Meeting room requests can be submitted no more than six months in advance. Applications are approved on a first come, first served basis within five working days of receipt of the completed application

6. Authorization to use the community meeting room is not transferable to another organization. The person authorized by the group to assume responsibility on its behalf and sign the application form must be a resident of Bruce, Washington or Romeo.

7. Cancellations without 24-hour notice or failure to show for a reserved room may result in a $25 booking and setup fee as well as suspension of meeting privileges.

8. All use of the meeting rooms shall not interfere with or interrupt the regular operation of the library and shall be in accordance with all local ordinances, state and federal laws. A meeting room shall only be scheduled for use during regular library hours and must include the total time involved (from setup to vacate). Meeting rooms must be vacated at least 15 minutes before the close of regular library hours. Any exception must be requested in writing and approved in advance by the Library Director. If a meeting runs late, a $25 fee may be assessed for every 15 minutes beyond the vacate deadline and the group’s meeting privileges may be suspended.

9. No admission fee is to be charged for meetings or exhibits. A non-profit fee to cover cost of light refreshments, expenses for a speaker, film rentals, etc. may be charged with approval by the Library.

10. Refreshments may be served upon approval of the Library Director and must be confined to the room. The group must provide its own utensils for serving and preparation and the areas must be completely cleaned and restored to pre-use state. If special cleaning or re-arranging of the facility for any reason is needed, the responsible party indicated on the meeting room application may be charged a minimum of $50. Smoking and alcoholic beverages are prohibited.
11. The group is responsible for provision of all needed equipment. Equipment, supplies or personal belongings of a group may not be stored or left in the library. The library is not responsible for lost or stolen items.

12. Meeting room set-up may be the responsibility of the applicant. The library will try to accommodate general set-up requests as possible. Items to be displayed shall not be taped or tacked to walls or moldings.

13. The library assumes no responsibility for any materials on display. The sponsoring group is responsible for supervision and security. The group must also assume responsibility for any necessary insurance for loss, fire and damage.

14. Groups using the room agree to indemnify and hold harmless the Romeo District Library, its agents and representatives from any and all suits, actions, claims, or demands of any character or nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings or equipment.

15. By applying for use of the meeting room the sponsoring group acknowledges that its activity is not sponsored by the Romeo District Library and agrees that they will not identify the above organization as associated in any way with their group’s activities in any of their literature or publicity. Any literature regarding meetings held at the library must contain the following statement: “This program is neither sponsored nor endorsed by the Romeo District Library.” Any exception must be requested in writing and be approved in advance by the Library Director.

16. A group shall not use the library’s name for any purpose other than to indicate the location of the meeting. The name, address or telephone of the RDL shall not be used as the address, information contact source or headquarters for any group using the library for meeting purposes, the only exception being the Friends of the Library.

17. Upon adequate notice, the Library reserves the right to withdraw permission for the use of any meeting room. Library activities have priority over those of any other institution or organization.

18. All users of library facilities agree to comply with all applicable laws and local ordinances. Organizations must comply with applicable Americans with Disabilities Act (ADA) requirements when using library meeting room facilities, and are responsible for providing and if necessary paying for, qualified interpreters or auxiliary aids, upon request to individuals who require certain accommodations that would enable them to observe and/or participate in the meeting. Any person who will require such an accommodation is requested to notify both the organization and the library during regular business hours at least seven working days prior to the event.

19. Guns, weapons or guard dogs are not allowed in the library or on library property without advance written permission from the library director or library branch manager. Governmental law enforcement officers are exempt; private security guards are not exempt.

20. Meeting room capacity is indicated on the application form. The supervising or responsible adult shall comply with capacity limits and/or local fire department occupancy regulations.

21. No tipping or other payment or compensation to library personnel is permitted.