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Meeting Rooms Policy

Revised 7-20-2015

The Perry County Public Library has several rooms available for meetings and programs. The primary purpose of these rooms is to provide appropriate space for Library meetings and programs to support and promote the Library's mission of providing free and easy access to information, entertainment and educational materials.  However, when the rooms are not being used by the Library or by its support groups, they will be available for use by community groups, organizations and individuals. In accordance with the American Library Association's Library Bill of Rights and its interpretation pertaining to meeting rooms, the library does not limit use of the meeting room(s) based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting's sponsors.

Autditorium

Except for library and library-related programs, groups/individuals may not monopolize the use of the meeting room(s); limited series of weekly or daily meetings may be scheduled at the discretion of the library director. Fees, rules, and procedures for the use of the meeting room(s) are established by the Perry County Public Library Board of Trustees and are reviewed annually.

Use of the meeting room(s) does not imply endorsement, support, or co-sponsorship by the Perry County Public Library of the activities that take place in the meeting room or of the beliefs of the group using the meeting room. Groups or individuals using the meeting room may not imply that the event or program is sponsored, co-sponsored, or endorsed by the library in any advertising or publicity.

Requests will be handled on a first-come, first-serve basis. Admission fees may not be charged, except for programs sponsored by the library or by not-for-profit groups or institutions pre-approved on a case-by-case basis.

The library reserves the right to deny use of the meeting rooms to any and all groups or organizations that does not comply with Library Meeting Room Use policies.

DESCRIPTION OF AVAILABLE MEETING ROOMS

Meeting Rooms will be assigned by the PCPL Meeting Room Scheduler based on availability and the number of participants. (If equipment is needed for these rooms, see available equipment list) The rooms that may be available for scheduling are listed below.

  1. Meeting Room 1
    Classroom Style (tables & chairs) will accommodate up to 25 persons with tables and chairs comfortably, with a maximum capacity of 30 persons, has shared kitchen access (refrigerator, microwave, electric range, sink and table)
  2. Meeting Room 2
    Classroom Style (tables & chairs) will accommodate up to 25 persons with tables and chairs comfortably, with a maximum capacity of 27 persons, has shared kitchen access (refrigerator, microwave, electric range, sink and table)

  3. Both Meeting Rooms 1 & 2
    Classroom Style (tables & chairs) will accommodate up to 50 persons with tables and chairs comfortably, with a maximum capacity of 57 persons, has kitchen access (refrigerator, microwave, electric range, sink and table)
  4. Auditorium
    Theatre Style (chairs) 166 persons capacity. Has stage area for lectures, performances, etc. No food, drink or gum allowed in Auditorium.

FEES

If sound and lighting is requested and available during the time the library is closed, a $30.00 per hour (or any portion of an hour) non-refundable fee will be charged. If additional equipment is needed, a refundable deposit fee will be required.

There are no fees charged for meeting room use.

No admission fee, other costs, or required donation shall be charged for attendance at meetings in the public library. Membership fees may not be collected at the library and must be collected off site. No products, services, or memberships may be advertised, solicited or sold.

WHEN ROOMS ARE AVAILABLE

Meeting rooms are available 7 days per week, 9am-9pm, excluding days the library is closed for a holiday, inclement weather, unforeseen closures due to utility loss or other emergencies and election days.

ROOMS MAY BE USED:

  • For any purpose that does not interfere with the regular operation of the library.
  • By non-profit groups, public groups or individuals, except for the purposes of selling, advertising, soliciting or promoting commercial products or services.

HOW TO REQUEST THE USE OF A MEETING ROOM

Requests for use of the meeting rooms should be directed to the PCPL Meeting Room Scheduler at 606-436-2475 or by completing the Meeting Room Reservation Request Form which is available at the PCPL circulation desk. In order to process requests in a timely manner, requests must be received at least 2 working days prior to any meeting held in the auditorium when sound and/or lighting is requested. (All groups not affiliated with PCPL are required to provide the number of attendees to PCPL.)

CANCELLATION

A 48 hour notice must be given to the PCPL Meeting Room Scheduler for cancellation of meetings held in the auditorium requiring sound and/or lighting. The library reserves the right to cancel any meeting room reservation for operational reasons. The Library will provide as much notice of a cancelled reservation as is feasible.

PATRON/GROUP MEETING COORDINATOR RESPONSIBILITIES

  • A meeting coordinator for each meeting held must be designated and must be at least 21 years of age for meetings held after library is closed. The meeting coordinator must present a PCPL library card or picture ID to reserve a meeting room. The name, address, phone number, fax number and e-mail address must be provided if available.
  • The meeting coordinator must provide the date, beginning and end time, name of group or individual, size, and purpose of the meeting. (See the Meeting Room Reservation Request Form following this policy).
  • The meeting coordinator is responsible for making all arrangements for the meeting or event and for leaving the room(s) as found.
  • The meeting coordinator is responsible for having available all their own office supplies and handouts.
  • Seating arrangements may be changed by the meeting coordinator. However, the seating must be restored to the original configuration by the meeting coordinator at the end of the reserved time. Library staff is not available to assist with setup.
  • Refreshments and catered luncheons are permitted in PCPL meeting rooms 1 and 2 with advanced notice. The meeting coordinator is responsible for arranging for the refreshments and clean-up following the meeting. Coffee pots are available upon request, but meeting coordinator must provide coffee, condiments and is responsible for preparing the coffee.
  • Group guests may not tape, tack or fasten anything to the walls, ceiling or floor of any of the meeting rooms.
  • Equipment may be furnished by the PCPL to the meeting coordinator. If equipment is used after hours, a refundable deposit is required. (See list of equipment on Meeting Room Request Form)

PHONES

  • Library telephones are not available in meeting rooms. Library telephones are not available for public use.
  • The PCPL will accept emergency incoming calls for meeting attendees at 606-436-2475 during library open hours.
  • Cell phone calls must be kept to a minimum in public areas. When using cell phones in the hallways and other public areas, please remember to be considerate of others.

MEETING ROOM CONDITIONS OF USE

  • Smoking, tobacco use and e-cigarettes are prohibited on library premises.
  • Attendees should remain as quiet as possible when outside the meeting rooms and respect the fact that PCPL staff is working and other patrons are using the library.
  • Any group using meeting rooms is expected to take proper care of the facility. Each group is financially responsible for any damage resulting from abuse or neglect.
  • No illegal drugs or alcohol are permitted on library premises at any time.

BUILDING LOCATION

289 Black Gold Blvd., Hazard, KY

PARKING

  • General Parking:
    Parking is available in the lot in front of the building and in the lot across the driveway in front of the dentist office. After parking, face the building. Enter the double doors in the front of the facade.
  • Handicapped Parking with Automatic Doors:
    If a meeting participant is in need of handicapped parking and automatic doors, meeting coordinator should direct them to the handicapped spaces in front of the building. Enter the building through the front lobby automatic doors.

The library will make every reasonable accommodation to assist qualified disabled persons wishing to make use of the library facilities or services. If such accommodation is required, patrons are asked to notify any library employee. For more information call 436-2475.

EMERGENCY/EVACUATION

If a Fire Alarm sounds, refer to the evacuation route maps posted on the back door of the meeting room(s) and/or auditorium you are using.


The library will make every reasonable accommodation to assist qualified disabled persons wishing to make use of library facilities or services. If such accommodation is required, patrons are asked to notify any library employee.


Perry County Public Library
289 Black Gold Blvd. | Hazard, KY 41701 | 606-436-2475 | 606-436-4747 | f: 606-436-0191 | library@perrylib.org