Hailey Public Library

It is the policy of the Hailey Public Library that the conference room at the library is available free of charge to any individual or group of citizens with the following rules.

Approving the use of our meeting rooms does not constitute an endorsement by the Hailey Public Library or Library Board of Trustees of a program or expressed point of view.

1. Library programs are given preference in scheduling. Although scheduling is on a first-come, first-served basis, the Library reserves the right to reschedule or cancel meeting room reservations by members of the public, if the occasion arises, in order to accommodate library programming or other needs.

2. The conference room is available free of charge for public gatherings. The rooms are not available for commercial groups, individuals or for money raising purposes with the exception of the Friends of the Library events. Meetings in the conference room must be open to the public.

3. Groups are responsible for arranging the room as needed for their meeting and clearing and returning the room to its original arrangement at meeting’s end.

If refreshments are served, due care and consideration must be given to the library carpet, floors, and other furnishings and equipment. Users serving refreshments must clean the tables, chairs and carpet as necessary afterwords. The room must be cleared of all group or organizational items at the end of the meeting.

Groups serving refreshments must bring their own dishes, cups etc.

A $50.00 refundable deposit is required if refreshments or beverages are served.

Each organization agrees that it will pay for all damages to library property resulting directly or indirectly from the conduct of any member, officer, employee, agent or guest of the group.

4. Meetings must be scheduled during normal library open hours and must be concluded with room cleaned and vacated by the end of reservation time or 15 minutes prior to library closing.

5. Reservations must be made for using the conference room. The reservation request form must include the name of the organization, time period desired, number of persons expected, name and contact information of the adult responsible, topic or
nature of the meeting.

6. The library will not accept reservations for a series of meetings which would designate the library as the regular meeting place for any organization.

7. Alcoholic beverages and smoking are not permitted.

8. All meetings held in the library must be open to the general public, and no admission charge will be allowed.  It is understood that legitimate dues and membership fees do not constitute admission fees.

9. Programs may not disrupt the use of the library by others. Persons attending the meetings are subject to all library rules and regulations.

10. All news releases, publicity, or advertisements relating to any program or meeting held in the library’s conference room shall clearly state the name of the sponsoring organization or individual and shall not imply that the program or meeting is sponsored by the library.

11. The number of people attending any meeting must not exceed the posted limit as set by the fire marshal. The room capacity is 49.

Approved by Hailey Public Library Board of Trustees

November 20, 2009