Meeting Room Application Requirements
To apply to reserve the Meeting Room please read and agree to the terms of our policy.
We would appreciate receiving your application at least a week in advance of the date of your meeting.
Meeting Room Policy
To request use of a Meeting Room an online application form must be submitted to the Library by an individual 18 years of age and older with a valid Homewood Library Card.
The Library provides the use of its Meeting Room facilities as an additional service to groups and organizations under the conditions established by the Board of Trustees.
The Meeting Room is available for use by all groups and organizations, except for-profit organizations. A for-profit organization is one whose primary purpose is the sale of property or services for monetary gain. The Meeting Room is not available for use by individuals.
The Meeting Room may not be used by any group or organization for the following types of functions:
A. Commercial ventures
A commercial venture is an activity whose purpose is to promote or cause the sale of property or services for monetary gain or to raise funds (except fund raising for the Library.)
B. Private social functions
A private social function is one designed for entertainment through companionship with friends and associates.
Any other activity which would materially and substantially interfere with proper functions of the Library, such as excessive noise, a significant safety hazard or a significant security risk.
Use of the Meeting Room will be given in the following order:
- Homewood Public Library District-sponsored meetings or programs, including meetings of the Board of Trustees.
- Meetings of the Friends of the Homewood Public Library District and other library-related groups.
- Meetings or programs of groups/non-profit organizations located in the Homewood Public Library District.
No organization may use the Meeting Room more than 4 times in a calendar year.
A group or organization which has been denied permission to use the Meeting Room by the Library Administrator may appeal such denial to the Board of Trustees at the Board's next regularly scheduled meeting.
Applications may not be submitted more than 3 months prior to the use date.
A Library staff member will check the Meeting Room before and after each scheduled use, and the Library Administrator will notify in writing the person who applied to use the room of any violations of the meeting room regulations. The Library Administrator will also notify the Board of Trustees, which may consider suspending the privilege of using the Meeting Room to that group/organization. The Board of Trustees, after giving proper notification and due process to that group/organization, may suspend the group/organization's Meeting Room privileges.
The following regulations apply to patrons' use of the Meeting Room:
- The applicant must be present at the entire meeting, since he or she is the responsible party.
- When a group finds it necessary to cancel a meeting, notice should be given to the Library.
- The Library reserves the right to set a reasonable time limit for use of the Meeting Room.
- Set-up of the room is the responsibility of the group unless a set up/dismantle charge of $30.00 per meeting room is paid. This is payable in advance.
- No group or organization may charge an admission fee to the Meeting Room, except for Library-sponsored programs for which fees may be charged to defray expenses.
- State law prohibits smoking and alcohol on Library property.
- Meetings may be scheduled only at times when the Library is open.
- Permission to use the Meeting Room does not constitute endorsement of the subject matter of the meeting, or the group's or organization's beliefs and policies. As a result, publicity on non-library sponsored meetings must in no way imply Library sponsorship.
- Groups/organizations using the Meeting Room may not use the Library as their mailing address or telephone number.
- Signs or posters pertaining to a non-Library-sponsored meeting may be placed in the Library only in accordance with the sign and public notice policy.
- No group or organization may store equipment or materials in the Library, except on a temporary basis with the Library Administrator's permission.
- The Library is not responsible for personal injury or the loss of/or damage to any equipment or materials owned or rented by a group/organization meeting in the Library.
- At the conclusion of the meeting, the group/organization is responsible for placing the room in the condition existing before the meeting commenced.
- Nothing may be attached to the walls of the Meeting Room except on appropriate surfaces.
- It is the responsibility of the group/organization to insure compliance with fire code restrictions related to the Meeting Room occupancy limits.
The Library has the following furniture and equipment available for use in the meeting room upon adequate notice: chairs, folding tables, sink, piano, podium, microphone, movie screen, WiFi access and projection equipment for videos, DVDs, and other digital files/presentations. Any other equipment must be provided by the group/organization or checked out by the usual procedure.
The Board of Trustees of the Homewood Public Library District will review the Meeting Room Policy and regulations periodically and reserves the right to amend them at any time.
This policy was reviewed, adopted, and is effective as of: December 17, 2008