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Policy Statement
The library welcomes the use of its meeting
rooms for activities of a civic, cultural, intellectual,
charitable, or educational nature. Meeting rooms
are for the use of nonprofit organizations. All
meetings must be open to the public free of charge.
An after-hours fee of $30 will be charged to cover
the cost of staffing and utilities. Granting of
permission to use library facilities does not
constitute an endorsement of the users or their
beliefs. The meeting rooms are not available for
fund-raising programs, except by the library or
Friends of the Library organizations, or for activities
charging admission, except for continuing education
programs, in which admission fees cover the cost
of supplies and materials.
Meeting rooms
may be reserved by any person over the age
of 18 up to one year in advance. In order to make
the meeting rooms available to as many organizations
as possible, no organization may reserve the room
for evening meetings (after 6 p.m.) more than
12 times in a fiscal year (July through June)
or more frequently than once a week for six weeks
concurrently. Organizations who have used their
12 meeting dates may apply within 72 hours of
a scheduled meeting date and may use the meeting
room if the room is available. Short-term use
of the meeting rooms by individuals or small groups
may be permitted if it does not interfere with
a scheduled reservation. Every effort will be
made to guarantee a reservation; however, it may
be necessary to change a booking date to accommodate
a library function or a function of the Friends
of the Library. Organizations will receive a 30-day
minimum notice of this change or cancellation
of their reservation. If this should be necessary,
the branch will try to work out the most convenient
alternate date with the organization or suggest
another location. Harford County Public Library
reserves the right to cancel or deny future booking
requests and existing contracts for any individual
or group which violates stated policy or regulations.
In case of an emergency, the library reserves
the right to deny access to the meeting room.
REGULATIONS FOR NON-LIBRARY PROGRAMS
REGULATIONS FOR NON-LIBRARY PROGRAMS
Meeting rooms are for the use of nonprofit organizations.
All meetings must be open to the public, free
of charge. An after-hours fee of $30 per hour
will be charged to cover the cost of staffing
and utilities.
The meeting rooms are not available for fund-raising
programs, except by the library or Friends of
the Library organizations, or for activities charging
admission, except for continuing education programs,
in which admission fees cover the cost of supplies
and materials.
Any publicity, brochures, and radio and TV announcements
must have the name of the organization sponsoring
the meeting. The library may not be identified
as the sponsor.
Neither the library nor its address may be used
as the address or headquarters of an organization.
Any applicant signing the meeting room reservation
form must be at least 18 years of age.
If a meeting is canceled, the library must be
notified as soon as possible.
The size of the group may not exceed the capacity
of the room as defined by fire regulations.
If other special accommodations are required,
the sponsoring organization is responsible for
making appropriate arrangements.
The meeting room will not be available prior
to the time booked, so when making a booking,
please include time needed for set up.
Groups must bring their own supplies such as
pens, paper, pencils, tape, magic markers, etc.
Room arrangement and setting up are responsibilities
of the sponsoring organization.
Light refreshments may be served, but the organization
must provide their own dishes, cutlery, etc.,
and are responsible for cleaning up after themselves.
No alcoholic beverages may be served.
There is no smoking permitted anywhere in the
library building.
The room must be left in the same condition as
found. There is no janitorial service available
for meetings. Containers are provided for the
disposal of debris. The group is financially responsible
for any damage incurred during use of the room.
The group is responsible for reserving its own
audiovisual equipment through the library or elsewhere.
Failure to comply with these regulations will
result in the withdrawal of the privilege of further
use of the meeting room.
Meeting rooms are normally available during regular
library hours. Arrangements for use of the room
outside normal hours (before the library opens
and/or for one hour after closing) may be requested,
but may not be able to be granted. An after-hours
fee of $30 per hour will be charged to cover the
cost of staffing and utilities.
R. Paul Ryan, Chairperson
Harford County Public Library Board of Trustees
Back to Top; updated September
3, 2004 |
