Fraser Public Library MEETING ROOM

Fraser Public Library

MEETING ROOM

 

Approved:  September 22, 2014, Updated: May 14, 2018

 

Fraser Public Library welcomes the use of its meeting rooms for educational, civic or cultural purposes.  Permission to use the meeting rooms does not imply library endorsement of goals or activities of any organization using these facilities.

 

Priority:  The Library, Friends of the Fraser Public Library and co-sponsored library programs and meetings have first priority.  Other meetings are on a first come, first served basis.

 

Hours:  Community meeting rooms are available during the hours the library building is open or other hours by arrangement.

 

Eligibility:  Priority is given to residents, commercial and non-commercial organizations in the City of Fraser.

 

A refundable cleaning deposit of $200 will be required for Social events such as showers, birthday parties, weddings or receptions.  The $200 will be entirely refunded as long as the meeting room remains in the original rental condition.  Additional charges may be billed to the person signing the meeting room application if clean-up fees or damages go above $200 dollars.  Alcoholic beverages are not permitted.

 

Meeting rooms are NOT available for conducting commercial business or programs involving the sale, advertisement or promotion of commercial products or services.

 

Organizations may not charge an admission fee to the event.  Venue must be free entry.

 

Final determination for eligibility for any organization rests with the Fraser Public Library Director or a designated representative in the Library. The Library must have a minimum of 24 hours to process any requests.  Requests are only processed Monday-Friday.

 

Applications may be rejected or permission withdrawn for violation of library meeting room policy, commercial exploitation, disruptive behavior or damage to equipment or to the facility.

 

Non-Profit Organizations:  Non-profit organizations, professional associations and neighborhood groups are welcome to use our Meeting Room.

 

For-Profit and Commercial Organizations:  Commercial and for-profit businesses may use the Meeting Room for non-profit making activities.  Programs that involve sales, promotion of products and services are prohibited.

 

 

 

 

 

 

Meeting Room Facilities:

Commercial, non-commercial, non-profit and industrial groups will be charged a $25.00 fee for each scheduled use, with a maximum of 4 hours.  Longer usage may be available for an additional $25.

 

Seating capacity:  60 with chairs, lower capacity with tables

 

Equipment:  projection screen, chairs, tables

Kitchen:  microwave, refrigerator, coffee pot, stove (must provide own coffee, cups, etc.)

Parking:  Library and City owned lots

Handicapped Accessibility:  Elevator to 2nd floor

 

The Library Garden is occasionally available for rental to small groups.

 

Refreshments & Catering:   The patron may serve simple refreshments with permission and use the kitchen for light preparation.  Groups must supply their own dishes and utensils.  Dinnerware, flatware, stemware, serving pieces and linens are not provided.  Alcoholic beverages are not allowed.  Garbage must be bagged and disposed of in wastebaskets.  The Library is not responsible for equipment or items left in the meeting room or serving area.  Users agree to clean the kitchen and equipment immediately following the meeting.  Where appropriate cleanup is not done, the Library will assess the person signing the meeting room application additional cleaning fees to cover the damages.

 

Damages:  The individual signing the reservation form assumes responsibility for all damages on behalf of the organization.  Costs will include actual repair and replacement of equipment, damage to the facility and other necessary repair costs plus staff time.  Special cleaning charges will be assessed.

 

Reservation Procedure:  Inquiries about date availability may be made by telephone, 586.293.2055.  The Library must receive a fully completed reservation form (paper or digital), room reservation payment (must be made prior to room use) and any required deposit in order to confirm the date.

 

User Responsibilities: 

Abide by Rules of conduct.

Users may not attach materials to library walls or doors.

No candles or open flames.

Meeting activities must be confined to the meeting room.

Users must provide adequate adult supervision of children under 18.

Users must leave the facility in the same condition in which it was found.

Users may not access meeting room prior to Library’s opening time unless granted permission the Director.

Room must be vacated no later than 10 minutes prior to the Library’s closing time.

 

Liability:  Users of Library meeting areas will agree to defend, indemnify and hold the Library harmless from any loss, damage, liability costs and/or expense that may arise during or caused in any way by the use of the Library Meeting room and assume all risks of injury to members of the organization, participants and spectators.  The Library is not liable for loss or damage to exhibits or personal property.