HCHMeeting Room Conditions of Use
Applications for the use of the meeting room(s) must be made by completing the form provided by the Library. The form is available at the reference desk and on our web site. Applications and scheduling will be reviewed and approved or denied by the Library Director or the Reference Librarian. Rooms may be reserved by telephone. In the event the room is reserved by telephone, an application must be on file prior to use of the room. The Board of Directors reserves the right to review any or all applications and may require sufficient time to make proper investigations before approval is given on a request. In case of denial of use, appeal may be made to the Board of Directors.
- Availability of the meeting room(s) shall be on a first-come-first-served basis.
- The Library reserves the right to seek references of any group before booking the room.
- Permission to use the meeting room(s) does not in any way constitute an endorsement of the group’s policies or beliefs by the Library.
- Meeting room set-up and take down (i.e., tables, and chairs), clean up, and the removal of any trash is the responsibility of the meeting group.
- Any costs arising from damage or loss during use of the meeting room will be the responsibility of the group.
- Smoking is not allowed anywhere in the library facility.
- No group larger than the approved occupancy will be permitted in any room.
- Refreshments may be served in the meeting room(s), at the discretion of the Director or the Reference Librarian.
- Applicant is responsible for the proper supervision of anyone using the room. Children must be supervised at all times.
- Storage of materials before or after the reserved time is prohibited. Set up of material prior to meeting time is subject to availability. Arrangements are to be made with the Director or Reference Librarian. The Library is not responsible for articles left on the premises before or after a meeting.
- Materials may not be affixed to the wall surfaces or tackboards in the meeting room(s).
- In fairness to the numerous groups in the community, the library will not accept reservations for a series of meetings which designate the library as a regular meeting place for any organizations other than library-related groups.
- Notice to cancel must be given to the Library Director, Reference Librarian or duly appointed staff, 24 hours in advance.
- Application for use of the facilities should be made at least two weeks in advance.
- Any problems when using a meeting room must be reported to the Director or Reference Librarian as soon as possible.
- Meetings held during regular library hours must not disturb the normal operations of the library.
- Anyone violating these rules may be asked to leave and may be denied future use of the facilities.
- The Library Board of Directors or their employees or agents or the Town of Clinton are not liable for any claim arising from the use of facilities.
- No fees are charged for the use of the rooms during regular library hours, however, donations to the library are accepted.