Conference Room Policy

 

Introduction

The Topsham Public Library provides its Sarah Whitten Conference Room as a public service for community use. The Topsham Public Library does not endorse, support or approve of any message, ideas or products promoted by groups using the Sarah Whitten Conference Room. Local businesses, non-profit organizations and clubs may use the Community Room for training events, informational sessions and/or meetings.  

 The Topsham Public Library Sarah Whitten Conference Room is available for use during regular library hours. The room can accommodate a maximum of 15 people for up to 3 hours at a time. Groups wishing to reserve the Sarah Whitten Conference Room must complete and return a Sarah Whitten Conference Room Request Form that is available at the library or on the library website.

 

Library Staff Responsible for Administering this Policy; Appeals.

The Library Director (“Director”) is responsible for administering this policy and scheduling meetings in the Sarah Whitten Conference Room.  The Director may designate any other employee to administer the policy and schedule meetings. If a group wishes to appeal any decision of the Director, the group must write a letter to the Board of Trustees.  The letter must include all relevant information regarding the request.  The Board of Trustees will consider the appeal at its next regular meeting.  The group appealing may be present at that meeting to answer questions.

 

Groups eligible to use Sarah Whitten Conference Room.

The following types of groups are eligible to use the Sarah Whitten Conference Room.  Meeting scheduling is prioritized below with groups having priority in the order as listed.

  1. The Topsham Public Library.
  2. The Friends of the Topsham Public Library.
  3. The Town of Topsham or any of its Departments (for use in official Town business) or any federal or state agency.
  4. School Administrative District 75 or any of its Departments (for use in official district business).
  5. Not-for-profit organizations.
  6. Businesses

 

Fees for use of Sarah Whitten Conference Room.

Every group using the Sarah Whitten Conference Room must pay the library for the use of the room before the meeting occurs, except as indicated below.  Payment may be made by check or money order made out to Topsham Public Library.  Fees may be waived in cases of hardship at the discretion of the Director.  The rates are as follows:

Group category number

(from preceding section)

Per hour fee for any hour or portion thereof

 

 

Fee for meetings up to three hours

 

1-4 No fee No fee
5 $10 $25
6 $50 $140

 

Scheduling of Sarah Whitten Conference Room.

Reservations may be made no more than six months in advance.  However, the library does reserve the right to cancel a scheduled meeting with four weeks’ notice if the room is needed for library programming.  The library will make every effort to avoid a cancellation but does reserve that right. The Sarah Whitten Conference Room Request Form must be signed by a legal agent of the group making the request, by the individual who agrees to personally take responsibility for the group’s use of the room (see rule number 6 under “Rules for use of Sarah Whitten Conference Room”) and payment must be made before the booking will be considered final.  Use of the Sarah Whitten Conference Room will be scheduled on a first come, first served basis.  Other than groups in categories 1-4, no group may use the Sarah Whitten Conference Room more than six times in any calendar year.

 

Rules for use of Sarah Whitten Conference Room.

 All groups using the Conference Room must abide by the following rules:

  1. Groups must cancel any reservation for Sarah Whitten Conference Room by contacting the library as soon as they are aware that they no longer need the room. Reasonable accommodations will be made to reschedule meetings that are cancelled or delayed for weather related emergencies. 
  1. The Sarah Whitten Conference Room may be used for up to 3 hours at a time. If scheduling permits, additional time may be permitted on an hourly basis.
  1. Groups may not rearrange furniture in the Sarah Whitten Conference Room. Please make sure that it is appropriate for your needs.
  1. No person or group may affix banners, signs, artwork or other materials to walls or fixtures without approval of the Director.
  1. The use of candles, glitter, confetti, and bubbles is prohibited.
  1. Each group must designate an individual 21 years of age or older who agrees to personally take responsibility for the group’s use of the room and other library facilities. If a group’s intended use of the room is by individuals under the age of 18, there must be at least one individual 21 years of age or older present for each five individuals under the age of 18.
  1. Light refreshments may be served at the discretion of the Director. (Please note that red punches, grape juice and alcoholic beverages are prohibited.)
  1. The room must be returned to its original condition and cleanliness, before the group leaves the Sarah Whitten Conference Room.  The time reserved and paid for must include the set up and clean up time. Please note that all groups using the library must leave the premises 15 minutes before closing.
  1. Any group that abuses the facility or violates any of these rules may be prohibited from using the facility for at least one year following the violation. After one year  following the infraction, the group must apply to the Board of Trustees to have its privileges reinstated.
  1. The Library reserves the right to cancel any reservation of the Sarah Whitten Conference Room or to require any group using the room to leave, in an emergency.

 

 

Revised 6/15/16