MEETING ROOM RULES
Failure to abide by these rules and policies will be justification for denial of future use of the meeting room.

1. Reservations are accepted on a first come first served basis. Library meetings and library-sponsored programs take precedence over all other uses of the room. The Library has the right to adjust or cancel reservations based on library needs.
2. Groups (other than Friends of Birchard Library) are not allowed to fundraise, sell products, solicit commercial services, charge admission, or request donations during their meetings or events held at Library premises. Additionally, paid tutoring is prohibited.
3. All meetings are open to the public and must be consistent with the informational, educational, and recreational purposes of the library.
4. The Library reserves the right to limit groups to 2 meetings per month. Reservations can be made up to three months in advance and must be approved by the Director or their designee.
5. Meeting rooms are not intended for one-on-one meetings. Small study rooms are available on the second floor on a first come first served basis.
6. The meeting rooms are only available during regular library hours. All rooms must be cleaned and vacated 15 minutes before Library’s scheduled closing.
7. Groups are responsible for arranging the room to suit their needs. If any changes are made to the setup, it must be returned to its original configuration.
8. Meetings should be held in a manner that does not disrupt other library users.
9. Items may not be posted on meeting room doors, walls, or elsewhere in the library.
10. Food and non-alcoholic beverages are permitted in the meeting rooms. A large trash receptacle can be provided if requested. Groups are responsible for providing all serving utensils and for cleaning up following their meeting.
11. Meeting room furniture and carpet must be protected from stains and damage.
12. The use of illegal drugs, smoking, vaping, and alcoholic beverages is prohibited on Library premises.
13. Each group is responsible for its own meeting publicity, which must not include the Library’s information as a contact. Publicity must state that the meeting is not sponsored by Birchard Public Library.
14. Adults must be present to assume responsibility for children in their group. Children must not be left unaccompanied in the library during a meeting.
15. Cancellation notice should be given in advance with as much time as possible. Failure to give notice and excessive cancellations may jeopardize future bookings. In case of inclement weather, it is recommended that groups contact the library to be sure the library is open.

*The Birchard Library Board of Trustees sets the rules and regulations for use of all library spaces. Any group or individual using library rooms must follow the Library’s Code of Conduct and other general rules of the Library, including regulations set for meeting room use. A meeting room application and agreement must be signed prior to use of any meeting room or the group study.