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Application to Reserve a Meeting Room

Tillamook County Library Community Room Policy

The Copeland and the Hatfield Rooms

The Library will make the Community Rooms available to the public they serve and the facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

The Community Rooms provide a facility for meetings on a wide variety of topics. The Community Rooms are reserved in accordance with the following priorities:

1. Library sponsored or related programs.
2. Educational, civic, charitable, and cultural programs sponsored by local non-profit agencies, organizations or government agencies located within Tillamook County.
3. Commercial and private use.

Community Room Capacity

The Copeland and Hatfield Rooms will each seat 100 people. The 2 rooms together will seat 200 people.

Authorization for Facility and Meeting Room Use

The Library Director is responsible for managing all library facilities, including the Community rooms. The Director or a duly authorized designee shall implement the policies outlined in this document.

The fact that a group or organization is granted permission to meet in the Library in no way constitutes endorsement by the County Library, or the Library Board of the policies or beliefs of that group or organization.

The Rooms will not be available for use on recognized holidays observed by the County or any other time during which the Library is closed.

Policies Guiding the Use of the Community Rooms

1. The Community Rooms shall not be used for any purpose that would prevent, discourage or interfere with the use of the Library for purposes of research, reading and study.
2. Users of the Community Rooms may be asked to leave if use is deemed disruptive or in any way contrary to library policy.
3. The person that applies for the room must have a current Tillamook County Library card.
4. Library staff may enter and remain in a meeting room at any time during a scheduled meeting.
5. Unless admission is charged or a meeting is limited to a group's membership, any person may attend a meeting so long as that person complies with Library policies.
6. Activities for minors, age 17 and under, must be supervised by responsible adults.
7. Permission to use the meeting room is not transfeable by any individual or group whose application is approved.
8. Smoking is not allowed in the Library.
9. Alcoholic beverages are not allowed in or around the Library.
10. No tape or pushpins can be used on walls.
11. No open flames allowed.
12. The applicant shall hold the Tillamook County Library, its employees, and agents harmless from any claim, loss, or liability arising out of or related to the applicant's use of the premises, or from any condition of the used premises, including any such claim, loss or liabiltiy which may be caused by or contributed to in whole or in part by the County.  The applicant shall indemnify the Library,  1.   for any damage to the Library's property occurring during the use thereof, whether or not the applicant is responsible therefore and  2.  for expenses and costs, including attorney's fees, incurred by the Library or its employees and agents, in defending against any claims or demands for losses or liability arising from or related to the applicant's use of the premises.

Community Room User Responsibilities

1.    The sponsoring organization or individual is responsible for providing any refreshments served, for keeping food and drink within the designated meeting space, for cleaning up afterwards, and for returning the room to its original condition.  The Library may assess charges for damage or cleaning.

2.  Time for setting up the meeting and cleaning up afterwards should be included in the meeting time requested.

3.  It is the responsibility of the person signing as authorized representative of the group to remain on the premises throughout the period for which it is reserved, to ensure the safety and security of attendees and the Library facility and to further ensure that attendees observe the policies governing the public use of Library facilities and meeting room.

4.  Library facilities and meeting room users agree to pay for any and all damages to library property including, but not limited to walls, floors, grounds and furniture while the applicant is using a meeting room.

Applying for use of the Community Rooms

1.  Applications for use of the rooms may be obtained at the Library or from the Library website:  www.tillabook.info.

2.  A signed application must be received in the Library up to 12 months ahead and no later than 72 hours prior to the meeting time requested.

3.  The use of chairs and tables may be reserved, subject to availability.  (No audio-visual equipment is available.)  An indication of these requirements must be made on the application form.  Important:  The persons using the room will be responsible for arranging these items, and then for stacking chairs prior to departure and for otherwise leaving the room as they found it.

4.  The Library Director, or designee, will approve or disapprove the application.

5.  Cancellations should be made at least 72 hours in advance.

6.  The Library has a preemptive right to use the Community Room with a minimum of 10 days notice to a previously scheduled group.

4/3/2008