The purpose of this policy is to provide fair and consistent standards for the use of meeting rooms in the Libraries and to ensure appropriate use of these spaces in a manner that is consistent with the other service objectives of the libraries.
The libraries of the Park County Library System strive to serve the communities of Park County. One of the services provided in Cody and Powell is the availability of a public meeting room. There are several rules that must be observed by groups using the space at either building.
As a general rule the group using the room must be a not-for-profit, and nothing is allowed to be sold either at the meeting or through any contact after the meeting with persons from the audience. That is, all meetings must be of a non-commercial nature. Since we are a library, the only exception to this rule will be authors and performers who will be allowed to autograph and sell copies of their books or recordings after a public program. They may, however, be asked to remit 20% of sales to the local friends group.
Meeting space is available to groups for public gatherings or exhibits of a civic, cultural, or educational nature. Governmental agencies and not for profit community agencies may reserve rooms for organizational meetings and training. All meetings shall be open to the public with no private parties of a social nature (such as bridge clubs, showers, family dinners, etc.) permitted.
Set-up and clean-up times before and after the meeting must be included in the hours requested, as groups are allowed in the meeting room during hours requested only. Groups failing to clean up after a meeting will be assessed a $20 cleaning fee. Groups that repeatedly fail to clean rooms will be denied future use.
Library meetings and programs will be given first priority for the use of the room. Block scheduling of the meeting room may, at times, be permitted. Reservations may be made for up to 3 months at a time. No non-library use of the room will be scheduled during National Library Week which occurs each year in April or during Children’s Book Week which occurs in November each year.
The County Library Director will evaluate requests of an educational or cultural nature on a case-by-case basis, however, for possible multiple meetings scheduled. Thus groups will not advertise the library as their regular meeting place. Again, all groups are reminded that library events receive first priority. If the need arises for library use of the room, groups need to be aware that they may be bumped from the room.
Requests must be made at least forty-eight (48) hours prior to the scheduled meeting and an individual will be asked to be responsible for security and for all charges should any damage occur.
Groups must not infer any meeting is sponsored, co-sponsored, or approved by the library in any publicity for the meeting.
Library policy prohibits possession or consumption of alcoholic beverages and drugs on the premises.
The library is smoke-free, and no smoking is permitted in the meeting room or anywhere in the building or on the property.
Groups using the meeting room are responsible for leaving the space clean. If available, coffee pots, cups, dishes, etc. must be washed and put away. Chairs and tables must be stacked and properly stored. Any damage to the facilities will be billed directly to the individual who has reserved the room in the group’s name. NOTE: Please check to be sure the stove (available in Powell only) has been turned off when you leave.
The Powell Branch Library has dishes, cooking utensils, coffee pots, cups, and liners available for use in the meeting room. All other serving items must be brought in (coffee, tea, napkins, cream, sugar, etc.). The library is not responsible for equipment, supplies, materials, or other items brought into the room by the group.
Each group is responsible for providing monitors to see that all the rules of the Library are observed and that Library property is protected.
There is no telephone service available in the meeting room.
Audio-visual equipment (slide projector, overhead projector, opaque projector, LCD projector/Laptop, screen, and VCR/DVD and television) are available for check-out to an individual for use in the meeting room. Prior arrangements need to be made for scheduling the use of equipment. Please do not remove these pieces of equipment from their carts. Powell Branch Library only: The individual reserving these pieces of equipment is responsible for getting them into the meeting room during hours the library is open. If the library is closed when the meeting ends, equipment may be left in the meeting room.
Powell Branch Library only: If the meeting is scheduled to begin or end when the library is not open, the individual responsible for the group may check out a key at the library the day of the meeting. The key must be returned in person within three (3) days or a $1.00 per day fine may be assessed. PLEASE BE AWARE THAT THE LIBRARY’S OUTSIDE DOOR MUST BE LOCKED WITH THE KEY.
The Library reserves the right to refuse the use of the meeting room or discontinue the use of the room by any group.
Other charges arising from damage to the rooms, as appropriate, may be levied at the discrection of the Director of the Park County Libraries.