MITCHELL PUBLIC LIBRARY MEETING ROOM AND EXHIBITION SPACE
Adopted: 6/13/2006; revised: 2/13/2007

AVAILABLE SPACE

  1. The Mitchell Public Library Meeting Room and Exhibition Space includes the main hall and the community room, but does not include the main library.  Suitable exhibits may be approved for the public service area. 
  2. Limited space is available and must not interfere with normal library use.
  3. The community can be reserved by non-profit community group or for public forums.
  4. The community room is available as exhibition space free of charge during regular library hours subject to the following restrictions below.

 

POLICIES.

 

  1. Exhibits are an extension of the library’s culture and educational services, and as such, the                

Library reserves the right to decline any exhibit or to schedule and exhibit in accordance with the library’s best interest.  Priority will be given to educational programs that are sponsored by the library when scheduling the use of the library’s meeting room and exhibition space.
The fact that an organization is permitted to meet in the library does not in any way constitute an endorsement of the group’s policies or beliefs.
2.            The public library community room/exhibition space can be used for educational,                                      charitable and non-profit purposes, in conformance with the use policies further stated herein.  For-profit organizations can use the community room at a fee of $25.00 per hour.  Organizations that promote pyramid marketing schemes or the selling of specific products are prohibited from using the community room; however, general product information/sales representative meetings are permitted as a regular business meeting.  The community room will not be available for individual social gatherings such as wedding receptions, anniversaries, etc. 
3.            Reservations for the meeting room/exhibition space are made on a first-come, first-served                                            basis.  All organizations must fill out request form to use community room at least 3 days in advance.  Tentative approval can be given over the phone by library staff with Library Director’s approval until form is filled out.  Then the meeting date will be confirmed. 
4.             Organizations are limited to using the community room to 2 times a month.  This will allow other organizations the opportunity to request the meeting room/exhibition space. 

  1. Organizations currently using the community room on a regular basis prior to June 13th, 2006, may store their items in the meeting room in a container no bigger than a 4-drawer filing cabinet.  After June 13th, 2006, no storage of organization’s property in the meeting room/exhibition space is permitted.
  2. All tobacco use is prohibited.
  3. The library is not responsible for the arrangement, care, supervision, or dismantling of exhibits.  All exhibits are at the risk of the sponsors.
  4. Hours of the meeting/exhibit must coincide with the hours the library is open.  Request for hours in addition to regular library hours must be submitted 1 month in advance of the meeting/exhibition date to the Library Board for approval.  There will be a charge of $25.00 per hour or any part thereof for all requested hours in addition to library hours.  Organizations using the meeting/exhibition space should allow time for set-up, clean-up and related support services when scheduling the room.
  5. Organization members are responsible for the supervision of their children while using the meeting room/exhibition space. 
  6. No permanent exhibits or gift of museum materials will normally be accepted.  The library itself may solicit exceptional materials if available without conditions. 
  7. Chairs and tables in the community room may be moved to accommodate a particular program.  After the program is over, the chairs must be stacked against the wall.  The tables must be cleaned and all waste paper, etc., put into wastepaper baskets. 
  8. Meals may not be served in the community room, however, light refreshments or brown bag lunch is acceptable, but in no other part of the library is food and/or beverage permitted at any time. 
  9. Soliciting is not allowed.  Any soliciting of patrons or employees in the main library, hallway, or workroom during library hours will result in permanent suspension of the use of the meeting room.
  10. Any group using videos/DVD’S in the community room must make sure that their videos/DVD’s have public performance rights.  If the videos/DVD’S do not have public performance rights, they cannot be used in the community room.  If groups are discovered with HOME USE ONLY videos, they could be subject to prosecution and permanently lose access to the community room.
  11. The meeting room/exhibition space shall not be used, and shall not be available for use for the purpose of organized religious services or observances.  There shall be no activity or display within the meeting room/exhibition space, which shall have as a designation or intended purpose the promotion, advancement or avocation or any religion or religious purpose, organized or unorganized.
  12. Any individual or organization which does not follow the rules for the use of the community room/exhibition space shall be denied access to the room.
  13. The use of the library community room/exhibition space by any person or entity in conformance with these policies is a service provided by the City of Mitchell through the

Mitchell Public Library Board of Trustees.  The Mitchell Public Library Board of Trustees reserve the right to refuse use, or deny further use, of the space to any person or entity in the event that such board shall determine that such use or proposed use is detrimental to the public purposes of the library and/or the community room /exhibit space.

  1. The library will not assume any responsibility for loss, theft, or damage resulting from use of    

its facilities or equipment.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MITCHELL PUBLIC LIBRARY MEETING ROOM CONTRACT

Today’s date___________________________
Name of organization___________________________________________________
Contact person_____________________________Title________________________
Complete address______________________________________________________
Phone: H__________________________W___________________________
Date(s) requested___________________________
Time(s) requested: a.set-up_____________b.meeting start time_____________
Title/purpose of meeting____________________________________________
Fee:   Yes_________               No_____________

Expected attendance_____________________

Equipment needs

__________no equipment                                       __________slide project
__________overhead projector                               __________Lectern
__________TV/VCR                                              __________PA system
__________Kitchen access                                     __________coffee pot

 

After hours use fee: $25.00 per hour/any part of an hour.  Damage fee: $25.00.  Clean-up/Damage is organization’s responsibility. 

I have read the Mitchell Public Library meeting room policy and agree to comply with it. 

Signature______________________________________Date_________________

 

Policy approved by Library Board of Trustees: 6/13/2006
Revised: 2/13/2007

Mitchell Public Library
221 N. Duff Street
Mitchell, SD  57301-2596
605-995-8480
mitlib@sdln.net