Eckhart Public Library Meeting Room Policy

Adopted by Library Board of Trustees July 12, 2011
Revisions approved February 13, 2013

When Charles Eckhart offered a library to the city of Auburn, he stated that he wanted a room which would be available, free of charge to the public. In keeping with these wishes and recognizing the need to provide this service to the community, the Eckhart Public Library Board of Trustees offers several meeting rooms in library buildings.

These rooms, equipped with free WiFi access, are available at no charge for non-profit groups who wish to hold meetings or present programs of civic, educational, or cultural purposes. Events of a personal nature such as birthday or anniversary parties, reunions, showers, etc. are not allowed.

Priority is given to library-sponsored and co-sponsored activities. Availability for others is determined on a first-come, first-served basis. Reservations may be made in person, online, or by telephone during regular library hours and anytime during the year. The Eckhart Public Library supports recurring meetings for local groups.

Prohibited Uses and Activities

• No alcohol, controlled substance, or tobacco use is permitted on Library Property
• No one may sell, trade, or solicit on Library property
• No admission fees may be charged or collected; fees to cover instructional materials are allowed
• No fireworks, explosives or candles are to be used
• No gambling or solicitation in any form

User Responsibilities

• It is the responsibility of the person scheduling the meeting to inform the library of any cancellations. Please give as much notice as possible so that other groups may have access to meeting rooms.
• An authorized representative of the group reserving a meeting room must remain on the premises throughout the period for which the room is reserved.
• Library meeting rooms must be restored to their original condition.
• Users of library meeting rooms agree to pay for any damages to Library property.
• Groups meeting on Library property that require a different arrangement may re-configure the room for their needs, with the understanding that the room is to be returned to its original set up. Library staff is not responsible for re-arranging the room.
• Refreshments served on Library property should be consumed inside the meeting room, and trash placed in the appropriate receptacles.

Indemnification

Organizations or individuals using meeting rooms shall indemnify and hold harmless the Eckhart Public Library and its officers, director, agents and employees from and against all losses, damages, claims, costs and expenses arising from injury or death of any person(s), or damage to property resulting from any act or omission of such users of their employees, agents, representatives, guests, invitees, or the general public to the extent that such losses, damages, claims, costs and expenses arise in connection with or relate to the organization’s or individual’s use of the facility.

The fact that a group is permitted to meet at the library does not constitute an endorsement of its policies or beliefs.

The Library Director is authorized to deny permission to use the library rooms to any group that violates these regulations or users who misrepresent an event or affiliation to avoid compliance. Any question of interpretation will be decided by the Eckhart Public Library Board of Trustees.