Andes Public Library
242 Main Street Andes, NY 13731
Meeting Room Policy
Purpose
The Meeting Rooms of the Andes Public Library are available “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” *
The rooms are available for public gatherings of a non-profit, civic, cultural or educational character when the rooms are not being used for library activities. Provision of space does not constitute an endorsement by the library of any group or its activities.
Use
Use of meeting room facilities must take place in a responsible manner, without undue cost to the library and without undue interference with library activity.
All meetings must be free. No admission fees may be charged.
All meeting must be open to the public.
The Library Board of Trustees reserves the right to review any or all applications and demand sufficient time to make proper investigation before granting approval.
Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.
Fees and Liabilities
Payment shall be made for any damage to or loss of library property and a fee for janitorial service may be assessed if the room is not left in the condition in which it was found.
The library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting rooms.
Guidelines for Meeting Room Use
Library programs take precedence over other meeting room activities.
Only light refreshments and no alcoholic beverages may be served. Smoking is prohibited in all areas of the library.
A responsible adult must be present at all times.
No items are to be borrowed from the library during the event.
Reservations and Cancellations
Requests for the use of the room should be made at the circulation desk at least two weeks prior to the meeting date.
An application for the use of the meeting room must be in writing, and signed by a representative of the group and filed with the library.
The Library Board of Trustees must approve long term or multiple engagements.
Requests will be considered on first come, first served basis.
Library should be notified as soon as possible if a meeting scheduled for the room has been canceled. The library reserves the right to cancel prior meeting room reservations in the event of an emergency, such as snow closings or unsafe building conditions.
Publicity
The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group’s activities.
Copies of all publicity of events to be held in the meeting room should be made available to the library.