RAPIDES PARISH LIBRARY

MEETING ROOM POLICY

            The Rapides Parish Library meeting rooms are used for Library (or Library sponsored) activities (programs, conferences, seminars, and exhibits).  They are also available to other groups of a civic, political, cultural, religious, or educational character.  The meeting rooms are not available for social gatherings (showers, birthday parties, dances, etc.) or for commercial purposes (sales presentations, club bake sales, etc.)

            No admission charge, collections (except for regular club dues) or other money raising activities may be attached to any meeting room, unless all proceeds are to go to the library.  An exception may be made if a meeting sponsor needs to charge attendees just enough to defray the cost of the library staffer monitoring the building.

            The Director of the Rapides Parish Library is the chief person empowered to make decisions regarding authority to approve meeting room requests in accordance with the above policy.  At the Director’s discretion, authors may sell their books in connection with book signings or speeches.

            Groups requesting the use of a meeting room must provide one member to deal with the library.  This person must be an officer or otherwise responsible member of the group. 

            Requests for use of a meeting room should be completed in writing using the official MEETING ROOM RESERVATION form.  Reservation forms must be returned to the Library. 

            Reservations should be made at least one week in advance, and may be made up to one year in advance of the scheduled meeting.  Regular, recurring meetings may be scheduled for up to one year at a time.  Notice of cancellations should be made as soon as possible.

            No charge will be assessed for the use of a meeting room during the Library’s open hours.

            Smoking is not permitted; non-alcoholic beverages and light refreshments (cookies, cake) may be served.

            No physical changes are allowed in a meeting room except for the arrangement of furniture.  Some audio-visual equipment is available.  Please request well in advance.

            After use, a meeting room must be left reasonably neat, with all trash removed.  Kitchen equipment used needs to be washed and put away.  Personal effects, supplies and items not belonging to the library should not be left in a meeting room.  Permission to use a library meeting room may be withheld from groups damaging room, carpet, equipment, or furniture; or causing disturbances; or for any other failure to comply with the rules and regulations.

            This policy shall apply to the meeting rooms at the Huie-Dellmon House, Martin Luther King, Jr. Branch, and the Martin Branch.  Advance notice of supplies or equipment needed will be even more important in that they may need to be transferred from the Main Library for the event.

                                                                                                4/94

                                                                                                Revised 3/95

                                                                                                Revised 4/96

                                                                                                Revised 10/99