Meeting Room Facilities
The Huntington City-Township Public Library meeting room area may be used free of charge during regular library hours by
The meeting rooms are available for use by civic, community, cultural, educational, political, and religious organizations for non-commercial and non-profit purposes. The meeting rooms are available to groups in the community regardless of the beliefs and affiliations of their individual members, such as a local business or business group for training or instructional sessions.
Federal, state or local units of government (not necessarily contractors with these units).
Two meeting areas are available. The two areas are rated for occupancy of 40 people in one room and 50 people in the other. They can be combined for one 90-person room. Gathering areas other than meeting rooms, such as story hour areas, are not available for public use. A group may only use library meeting rooms once in a given month.
Library sponsored activities shall take precedence in scheduling meeting room use. Non-library groups shall be treated as equitably as possible within the constraints of popular demand, availability and size. A 2 day notice will be given if cancellation is necessary.
Reservation requests may be made in person or via telephone up to 30 days in advance by a registered card holder over eighteen years of age in good standing at the Huntington City-Township Public Library. No reservation will be finalized without a signed Request to Use Meeting Room Facilities form, which has been approved by the library director.
Library facilities may not be used for any meeting designed to financially benefit any individual or group either at the time of the meeting or at a future date. No donations may be solicited. No admission or other fees may be charged to attendees. No products or services may be advertised, solicited, or sold, except for tuition or fees for classes sponsored by tax-exempt educational institutions, and only with prior approval from the Library director.
The fact that a group is allowed to use the library facilities does not in any way constitute an endorsement of the group’s policies, beliefs or activities by the library. Any misrepresentation of this fact will result in the loss of facility use privileges for the offending group. Groups who publicly announce their meetings by media announcements, press releases, purchasing advertising, widely distributing, or mailing meeting notices to the public must include the following disclaimer in their announcements:
The meeting rooms are available free of charge only during normal library hours- Monday through Thursday, 9:00 am to 8:00 pm; and Friday and Saturday, 9:00 am to 5:00 pm. The charge for any hour or part of an hour outside of this time period is $15.00.
The room sponsor shall be held responsible for all activity in the room and the clean-up of the facility. All tables and chairs should be returned to their original positions, trash placed in plastic bags and any spills wiped up. The individual who signs the reservation form shall be held responsible for payment for any damage or loss to library property or equipment that occurs in connection with the meeting, or for any after-hours charge. The library is not responsible for items left in the meeting rooms. The library does not provide long term storage.
Any use of the library’s audiovisual equipment will incur a total charge of $20.00. The use of the library’s audiovisual equipment requires a staff member to be present to operate it, and so must be specifically requested at least 48 hours in advance. Any charge or fee must be paid at the time of reservation. The Library will make every attempt to honor audiovisual equipment requests, as library programming needs and staff availability allow.
The group or individual using meeting room facilities must agree to indemnify and hold Huntington City-Township Public Library harmless for any personal injury, lost or stolen articles, or damaged property owned by anyone using the meeting room facilities.
Small conference areas are available for literacy tutoring and library sponsored IRS or Credit Counseling sessions. All other uses must be approved by the Director and/or at the Reference desk and in no case shall be used for any purpose where goods or services are sold or charge is made for services. In general, the Library facilities, as a publicly supported facility, cannot be used for individual or individual group or business profit.
Personal events such as birthday parties, graduation parties may be held for a fee of $25.00 per hour or part thereof. Setup and cleanup is the responsibility of the sponsoring adult. The charge for any hour or part of any hour outside of this time period is $15.00.
The use of alcohol, tobacco, candles or other incendiary devices is prohibited in all areas of the library.
A normal noise level and appropriate conduct will be expected of groups utilizing the facility. Parents/guardians are responsible for providing supervision for children before, during, and after any events occurring in meeting room facilities.
Bringing of animals, insects or other living organisms into the Library is prohibited, except for trained service animals and animals being used as part of a Library program, with permission of the Library Director.
Adopted: 18 May 1998
Revised: 21 July 2003
Revised: 26 July 2010
Revised: 16 May 2011