MEETING ROOM POLICY

The Board of Trustees allows the use of meting rooms at the Richmond Memorial Library to organizations engaged in educational, cultural, intellectual or charitable activities.  The Board of Trustees neither approves nor disapproves of content, topics, subject matter or points of view of individuals or groups using the meeting rooms.  Permission to use a meeting room does not constitute an endorsement by the library.  Except, as a designation of location, the name Richmond Memorial Library may not be used in any publicity.

Library Administration reserves the right to decline meeting room reservations for purposes which substantially duplicate upcoming or ongoing library programs and events.

Use of meeting rooms for library purposes takes precendence over other uses.

All meetings must be open to the public.

Groups may not charge an admission fee or required donation.

Meeting rooms may not be used for commercial purposes.  No products or services may be advertised, solicited or sold.  Exceptions to this policy may be made by the Library Board of Trustees if it is decided to be in the best interest of the library or the community.  Approved permission is given to the following:

  • Fundraising to benefit the Library, Friends of the Library or other library related groups.
  • The sale of works by authors or artists as part of a Library program or approved exhibit.

To request a meeting room, a representative of the organization must fully complete and sign the library's application form.  Applications must be submitted not less than 2 weeks, nor more than 3 months in advance of the requested date.  In order to make the facilities available to all interested organizations, meetings are limited to once a month or as available.

Cancellations require a 48 hour notice.

If it is necessary to use library equipment, it must be requested on the application form.  Library staff is not responsible to assist with personal equipment used by presenters. 

Meeting rooms are only available during the library's regular hours of operation.

Groups using the meeting rooms may not exceed the capacity of the room.

Meeting rooms must be left clean.

Refreshments may be served in the meeting rooms, provided the room is left in the condition it was found. Refreshments served in the meeting rooms must be purchased through the Cafe located in the library. The Cafe is the approved vendor of the Richmond Memorial Library and holds the Genesee County Health Permit for food and drink at the Richmond Memorial Library.  No alcoholic beverages are allowed on the premises.

Smoking is prohibited in the Library and on the grounds.

The organization and/or individual requesting use of the meeting room is responsible for compliance with these regulations.  The failure of any applicant to comply with the regulations governing use of the meeting rooms may result in denial of further use by such applicant.

The Board of Trustees of the Richmond Memorial Library, staff of the Library and The Board of Education of the City School District of Batavia, are not responsible for accidents, injury or loss of individual property while using the library's meeting rooms.

FEES

Groups requesting photocopies to be made by the library will be charged at current patron printing rates.

There is no charge for meeting room use during the library's regular hours of operation.  A donation to the Richmond Memorial Library or the Friends of the Library is always welcome.

 

APPROVED:
By resolution of Board of Trustees
January 11, 2010
Amended November 14, 2011
Amended September 9, 2013
Amended December 12, 2016