Library Meeting Rooms Use Policy

The Seneca Free Library welcomes the use of its meeting rooms to governmental agencies, non-profit groups engaged in educational, civic, cultural, and charitable activities.  Commercial organizations are only allowed the use of the meeting room for continuing education of its employees.

The Seneca Free Library affirms the American Library Association’s Bill of Rights which states the facilities should be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use the library meeting room does not in any way constitute an endorsement by the Library or the group’s policies or beliefs, and no claim to that effect may be used, either implicitly or explicitly in advertising. The Seneca Free Library will make no effort to censor or amend the content of a meeting when granting meeting room access.

Space Priority: Library sponsored programs or functions are given priority, including the necessity for the library to cancel a reservation made by a non-library organization or individual, if the space is needed.

Open Access: All meetings must be open to the public, unless the purpose of the meeting is continuing education for a commercial organization’s employees.

Prohibited Activities: The meeting room may not be used for any activity that is incompatible with the library environment or interferes with its operations. Examples of prohibited activities include but are not limited to: weddings, anniversaries, funerals, birthday parties, dances, reunions, private parties, home sale parties, trade shows, conventions, fundraisers, or pageants.

Sales of products or services, charging admission or registration fees, and/or soliciting donations other than in conjunction with a program or event sponsored by the library are prohibited in the meeting rooms. Commercial organizations using the room for employee education my collect attendance fees that cover the cost of materials used and/or food or beverages served at the meeting.

Conduct policy: Those hosting meetings and events and their guests agree to abide by all policies and regulations relating to the use of the library facilities and accept responsibility for any and all damages to the library building, contents, and equipment, normal wear and tear accepted. Drugs, alcohol, and the use of tobacco products are prohibited in the library building. The organization will be responsible for setting up the room according to its own needs, library staff bears no responsibility. Any trash or waste should be put into the trash cans provided. At least one adult (21 years or older) must be present at all times for any event involving children under the age of 18.

Food and beverages: Food and non-alcoholic beverages and the serving of such are the sole responsibility of the organization using the room. The organization is responsible to make sure all left over food and drink are removed from the room when the meeting or event is over. If special cleaning is required after the service of food and drink, the organization may be assessed a cleaning fee.

Scheduling: To schedule the use of the room, a responsible party of the organization may contact the library. Use of the meeting room during non-operating hours is discouraged. A “Meeting Room Policy Contract” must be signed by an adult member of the organization. If the meeting or event is cancelled, the Library should be contacted as soon as possible. In the event that inclement weather causes the closure of the library, an attempt will be made to contact the organization who had the room reserved. Library weather closings are announced on KNZA Radio, WIBW TV, our Facebook page, and our website.

Equipment: Some audiovisual equipment is available at the library. If specific equipment is required for the meeting, these items should be requested at the time the reservation is made. Library staff may or may not be available to help troubleshoot problems. Any equipment brought in by the organization is the responsibility of the organization,

The Seneca Free Library, its staff, board of trustees, or agents shall bear no responsibility whatsoever for personal injury to any member, affiliated person, guest, invitee, or licensee of the using organizations, its members, affiliated person, guests, invitees, or licensees. 

Any questions or concerns about this policy should be directed to the library or the board of trustees

This policy defines the meeting room use processes, rules and guidelines for external organizations. This policy does not apply to Library sponsored programs. For example, the Library may learn from patrons that financial planning education is a specific service that would benefit many in the community. In order to provide this service, the library may contract with an educator to offer a week long class and provide the meeting room. However, it is not unusual in situations like this for the participants to pay a nominal fee to attend the class (to cover the cost of supplies, materials, and a portion of instructor expenses/overhead). This is different than if an independent financial planner attempted to use the library meeting room facilities on his/her own to have a venue to transact business and earn a profit. That would not be allowed as it would be in violation of this policy’s organization eligibility rules.

Adopted 2-15-2017