Meeting Room Use

1. All requests for meeting room use must be approved by the Librarian or designee. The Librarian may use the Application for Using Library Meeting Facilities.
2. The meeting rooms are available during normal Library operating hours and are provided free of charge to non-commercial groups. Meetings may extend beyond the closing time of the Library with advance approval of the Librarian. The Librarian will inform the after-hour users of the lock-up procedures.
3. Admission or related fees are not permitted.
4. The name, address, or telephone number of the Library may not be used as the official address or headquarters of any organization other than the Hartland Public Library.
5. Library audiovisual equipment is available only upon prior reservation and only to groups which have an experienced operator or which make arrangements in advance for training by library staff.
6. The person requesting use of the meeting room, who must be an adult, is responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment that individual will be liable. Young children accompanying adult users of the meeting room shall not be left unattended in the Library.
7. Groups are responsible for arranging the chairs, tables, and other equipment to meet their own needs. Following their use of the room, groups must leave the room in a clean and neat condition. Meeting Room Use Guidelines will be posted in the meeting room.
8. A representative from the group using the Library meeting room must complete and return an attendance card after the meeting. Cards may be turned in at the Librarian’s Desk, or left on the table in the meeting room if the Library is closed.
9. Refreshments may be served. Smoking and alcoholic beverages are prohibited. Groups serving refreshments are responsible for providing all serving utensils and for cleaning up following their meeting. Candles may not be used in the meeting room for decorative purposes. They may be used for ceremonial purposes.
10. Storage of personal property, equipment and/or supplies is not permitted in the Library except in assigned locations. The Library will not be responsible for any personal property or equipment left in the library.
11. The Library reserves the right to cancel or reschedule any meeting or to limit the frequency of use by a single group.
12. The Library reserves the right to deny use of the meeting rooms to any organization.
13. The Library Board of Trustees and the Library staff do not assume any liability for groups or for individuals attending any meeting or program in the Library.