Program Room Use Policy

I. Statement of Purpose
The Essex Library Association Board of Trustees views the use of the program rooms as an extension of library services. The rooms should be available to the library's community and should reflect the educational, cultural, social, and recreational role the library plays.

II. Availability and Application for Use
A. There are two program rooms available for use by local community organizations. Library facilities other than the program rooms may not be used for events by outside groups. The Library reserves the right to host library-sponsored events in the library facilities at any time.

B. Meeting rooms are available for use during library hours only; however special requests for before or after hours use of program rooms will be considered on an individual basis. A charge may be levied for before and/or after-hours use of the facility.

C. Library sponsored events receive priority in scheduling. Availability of the program rooms at all other times shall be on a first-come, first-served basis.

D. The fact that a group is permitted to use the rooms does not in any way constitute an endorsement of the group's policies or beliefs by the library

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E. Organizations requesting use of the program rooms should submit a request form at least two weeks prior to the event. Reservations will be taken up to six months in advance of the program date.

F. Groups may not use the Essex Library as their permanent, established meeting space for regularly scheduled meetings, nor consider the Essex library their basis of operation for mailing, publicity or contact purposes

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G. The Library Director is authorized to determine the appropriate use of the room based on this adopted policy. In case of denial of use, appeal may be made in writing to the President of the Library Board of Trustees

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H. There is no fee for the use of meeting rooms during library hours. However, donations to the Essex Library Association, a 501(c) (3) organization, are welcomed and encouraged.

• The Library will not sell promotional or fundraising items on behalf of any organization.

III. General Rules

A. Groups using the meeting rooms will be responsible for:

1. Proper supervision
2. Restoring the room to the same condition in which it was found
3. Costs arising from any damage or loss during use
4. After hours use requires a predetermined contact person to be present at the program at all times.

• Art exhibits, openings and shows will be arranged by the Library staff. Please do not use this form to request the space for art exhibits; kindly contact the staff directly or click on the link for Exhibition Policy and Form.

IV. The Library Board reserves the right to amend this policy at any time.
Adopted by Essex Library Board of Trustees 12/11/2006 .

Essex Library Program Room Use Form

The 1889 Society Room and the Program Room are available at no charge during library hours only. The Program Room may be available outside of library hours by special arrangement and a fee may be charged. Library hours are Monday 10-5; Tuesday through Thursday 10-8; Friday 10-5; Saturday 10-1; Sunday 1-5. The form below may be downloaded and must be returned to the Essex Library at least two weeks before the date of your meeting. Reservations will be accepted up to 6 months in advance of the program date.

Name of organization: _______________________________________________                                           

Contact Person: ______________________________________                                                                      

Phone: _______________________________________                                                                                   

Title and details of your program, including speakers, films, etc.

______________________________________________                                                                                

_____________________________________________                                                                                  

Date of your program: (Month/Day/Year):_________________________ Time: ________________________

Hours room will be needed (including set-up and clean-up time) ________________________                           

Number of people expected: _______________ (Maximum occupancy: 65 Program Room; 15 1889 Society Room)

Will this meeting be open to the general public? Circle one:    Yes                  No

Will refreshments be served? Circle one:    Yes                No

If yes, what kind of refreshments?

______________________________________________                                                                                

Room requested:

Main Program Room (seats 65) ________

1889 Society Room (seats 15) _______

Name of person responsible for program: (who will be present)                                                                                

______________________________________________                                                                                   

Address

______________________________________________                                                                                   

City, State, Zip Code

Telephone: ________________________                E-mail Address:                                                                      

The person signing this form is responsible for the observance of the Essex Library’s "Meeting Room Policy Statement." No date shall be considered confirmed until the Library returns a copy with an authorized signature approving the meeting.