Meeting Room

The Cave Spring Public Library has a meeting area available for public use.

ALL meeting and events held at the library must be open to the public. No admission fee is permitted. The library is a public facility.

The meeting areas are provided as a public service, subject to rental fee and usage regulations established by the Regional Library Board of Trustees.

Any special requests for use of the facilities not listed in these Guidelines shall be considered a “special request” and referred to the Library Director or Board of Trustees for appropriate action.

BOOKINGS:

1. The meeting areas are provided for community or civic organizations or groups when available. Library activities take precedence over all other requests for bookings.
2. Meeting areas are booked on a first come, first serve basis.
3. Bookings will not be made more than six (6) months in advance.
4. Standing bookings cannot be made.
5. The organization / group booking the meeting area
• a. can not charge any fee for attendance at the event
• b. can not accept any fee or contribution from persons attending the event and
• c. can not sell or promote any product or material in the library facility or on the library grounds.


6. Meetings of large groups which may disturb or interfere with the general use of the library will not be booked.

RESPONSIBILITY / LIABILITY:

A representative of the organization or group using the room is required to sign an Agreement assuming responsibility for the use of the room and for keys, if needed.

The Agreement must be signed at least 24 hours before use of the facility.

No reservation shall be considered FIRM until the signed Agreement is on record / file.

If a reservation must be cancelled, it must be cancelled at least 24 hours before the scheduled event.

Neither the Board of Trustees nor the Library Staff assume any responsibility for loss, theft or damage incurred to personal or rental property brought into the building or on the grounds.

Neither the Board of Trustees nor the Library Staff assume any liability for any injury to any person (persons) during the time the premises are used.

The Board of Trustees assumes no liability for vehicles or equipment on the library grounds.

HOUSEKEEPING INSTRUCTIONS:

1. No posted advertising is permitted on the building structure or on the grounds (without prior permission).
2. The renter/user is responsible for setting up the meeting area for their event and for returning to room to its original state.
3. Multi-purpose room bookings include, tables, chairs, heat or air conditioning and installed water facilities.
4. Inside use library chairs are not to be moved outside for any event.
5. The user is responsible for setting up for activities as desired.
6. The user is responsible for any additional equipment needed not specified in number (3) above.
7. The user is responsible for returning the premises to a neat and orderly condition.
8. The user is responsible for folding and stacking all other tables on the movable dollies in the storage room. All other chairs are to be stacked in the storage room. THIS MUST BE DONE THE DAY OF THE EVENT BEFORE YOU LEAVE THE LIBRARY!
9. The meeting area must be cleaned before leaving the building. Food crumbs and spills must be removed from the carpet. Trash must be placed in the appropriate receptacle.
10. Everything brought into the building – rented chairs, tablecloths, punch bowls, etc., must be removed from the library the day of the event.