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What are the rules for using the Shawnee Library meeting rooms?

Shawnee Public Library Community Rooms Policy

Shawnee Public Library encourages the public use of community rooms as gathering places to exchange ideas, access and share information and participate in programs created for public enjoyment. The Library’s community rooms are available for use by community organizations and individuals for educational, cultural, and civic purposes.

Because the Library’s facilities are currently limited due to increasing demand and decreasing space, community rooms may no longer be scheduled for purely social purposes. This includes baby showers, bridal showers, birthday parties, family gatherings, weddings, and other social occasions. The meeting rooms may be used for business meetings or staff training but not for programs designed to promote the purchase of products or services.

No charge is made for use of the facilities, but use is subject to the following conditions:

No products or services may be bought or sold, unless the organization is affiliated with the library.

Priority is given to programs sponsored by the library.

Meetings must be free and open to the public.

Meetings may be held only during regular library hours, concluding by thirty minutes before the library closes.

Groups may reserve the library community rooms for one meeting at a time, up to three months in advance. Multiple meetings may be scheduled only at the discretion of the Branch Manager.

Light refreshments may be served in the community rooms. However, sponsoring groups are responsible for the disposal of all food and the deposit of refuse in the outside trash dumpster. Cleaning supplies are provided, and it is expected that groups will clean up any messes that occur.

Custodial staff is not available to set up or take down tables and chairs in the community rooms. Groups who use the community rooms are welcome to arrange the tables and chairs provided as needed for their meetings, but must put them away afterwards so that the meeting room is left clear for the next group. Failure to do so may result in the loss of community room privileges. It is strongly suggested that groups allow at least 15 minutes prior to and after the event starting time for setting up and taking down tables and chairs.

Members of the organization using the room are responsible for the condition of the facilities and equipment used.

Users are not permitted to attach items to walls, ceilings, public art, or divider panels.

Open flames are prohibited, including candles and tea lights.

Alcoholic beverages are prohibited.

The Community Room may be used as a single area, seating as many as 200 persons. A heavy, sound resistant panel may also divide the Community Room into two rooms. If divided, Community Room A (north) will seat 150 persons, and Community Room B (south) will seat 50 persons. When divided, Community Room A includes access to the kitchen facilities.

When the room is reserved, certain equipment may also be reserved in advance. Library staff should be consulted regarding equipment availability. Library staff cannot be responsible for instruction or operation of equipment. There is a small kitchen with sink, microwave, refrigerator, a 30-cup coffeemaker, a built-in screen from the ceiling in Community Room A, and a piano in Community Room B.

All community groups who wish to use the community room facilities of the Shawnee Public Library are required to complete a registration form. If the organization meets the criteria listed above, the group is eligible to request use of the library community rooms.

Each group must furnish the name and phone number of a contact person. This information is required in cases where: (1) the library needs to notify you of a change in schedule, or (2) the library receives public or media inquiries about your meeting. All requests for information about your meeting will be referred to the organization booking the community room.

Approved by the Shawnee Public Library Advisory Board
November 12, 2013

Click here to access the online Meeting Room Request Calendar

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