General Guidelines

1.  Meetings held in the library must be public meetings and open to all wishing to attend.

2.  There is no charge for meeting room use.

3.  Solicitation, admission or other charges, money-raising activities and/or sales are not allowed.  All programs and exhibits shall be free.  Library-sponsored events, workshops and/or seminars may require a donation to cover the cost of materials, supplies and program expenses at the discretion of the library director.

4.  Advertising, notices or any printed materials must include a disclaimer that the event is not in any way affiliated with or sponsored by the Burnet County Library System.  The disclaimer must be clearly visible on the advertising, notice, or printed document in standard size print. Library phone numbers may not be provided as a contact on any material or otherwise.

5.  The following uses are not permitted:

Meetings that promote, support or further a commercial interest;

Meetings that directly support a political issue or candidate;

Meetings that are purely social functions;

Political campaign functions.

6.  Requests for use of a meeting room may be made in person or by telephone.  A completed reservation form must be on file prior to the meeting.  Cancellations should be made as soon as possible to allow other groups to use the room.

7.  Library-related functions may pre-empt existing reservations.  No reservations will be accepted the month of June.

8.  Reservation requests will be honored on a first-come, first-served basis.  Groups may not reserve space on a weekly basis for more than 6 weeks.

9.  The individual making the reservation, as well as members of the group as a whole, will be held responsible for damages that may occur as a result of the use of the facilities. The group is collectively responsible for observing the Meeting Room Policy.

10. Permission to use library meeting rooms may be withheld from groups for noncompliance with Meeting Room Policy and from any group who damages the room, equipment, or furniture or causes a disturbance.

11. Designated meeting rooms may be available when the library is closed, but the keys must be picked up during library hours at the library in which the room is reserved. 

12. Each meeting room has an allowable occupancy rate as posted by the local fire marshal which must be observed at all times.

13. Public meeting spaces shall be denied to any requester who has falsified any information on the Meeting Room Request form.

14. Burnet County maintains the right to deny meeting space to a group or requester that is disruptive to county service, a county building, or to any county equipment.

15. Each Burnet County Library Director/designee has the right to terminate any meeting in their facility in progress that disrupts regular county library business.

Each Library Director/designee of will resolve questions involving meeting room policies and procedures.

Care and Use of the Facility

1.  Food and drink are allowed in designated Meeting Room only.

2.  The KEY to the Meeting Rooms must be obtained before the meeting from the library.  It is the user’s responsibility to check the library’s schedule for holiday closings and other closings.

3.  After the meeting, lock the meeting room door and, if after hours, the outside door. If after hours, then deposit the key in the designated area identified on the Meeting Room Request form.  The person(s) on the request form and the group are responsible for key and lock replacement costs if the key is lost or not returned before closing time of the next day. 

4.  Meeting room statistics are important to us. The Meeting Room Statistics Form must be completed and returned with the key. The key can be returned at the Front Desk during library hours or in the outside book drop after hours.

5.  A mini-kitchen is provided in the community meeting room for light refreshments or bag lunches.  No refreshments are allowed in the lobby during library hours.

6.  No refreshments are permitted in the conference room.

7.  Please remove all supplies, food items and trash when you leave.  Take trash with you or drop it in a designated dumpster.

8.  The library staff will not accept calls or relay messages to people attending meetings except in emergencies. A courtesy phone is available in the hall for outgoing local calls.

9.  Do not affix anything to the walls.  An easel and a conference board are available. The user must supply erasable markers, erasers and flip chart pads.  Clean boards when done.

10. No additional furniture or equipment, other than that furnished in the meeting room by the library, may be used without library approval except digital projectors.  Approved furniture or equipment must be removed at the end of the meeting.  Stack meeting room chairs on the stage, fold and store tables on the stage.  Please leave floor space clear before locking the room.

11. Programs and exhibits may not disrupt the use of the library by others.  Persons attending the meeting are subject to all library rules and regulations. Meeting participants must keep noise to a minimum, especially in the public areas of the library. Parents are responsible for the behavior of their children.

12. Library facilities must be left in a clean and orderly condition. The library is not responsible for materials or equipment left in the building by users.

13. Permission to use the library facilities does not constitute an endorsement of the group by the library staff or its governing authorities.

14. The library is not obligated to post notices of flyers for programs it does not sponsor.

15. Smoking is not permitted anywhere in the library by state law.

16. No alcohol is permitted anywhere in the library facility.

EQUIPMENT AVAILABLE FOR USE:

Wireless connection (“MFLIB”)

Television and VCR                Dry Erase Board/Easel           Drip Coffee Maker

Projection Screen                   15 30x60 Tables                   Microwave

6 24x60 Tables                      Sink                                    Conference Board

Overhead Projector                75 Chairs                               

Suggestions and comments for improvement are always welcome. 
 

**Important Meeting Room Changes**
2012
Please note the following changes.
   

• The persons listed on the reservation application as the contact person and the alternate contact person will be the only people who will be allowed to pick up the key for the meeting room.
• It is crucial you complete the yellow statistics form each time your group meets
• The contact person or the alternate contact person must:
  1. Sign the yellow meeting room statistics form
  2. Return the completed form to the key pouch
  3. Return the pouch to the library - either at the circulation desk or in the outside drop box is after library hours.
• Returning the completed form and following the meeting room policy will ensure your group maintains the privilege of using the facility.
  
  These changes are being implemented due to the library's budget cuts and for security issues. We are pleased to be able to provide a room for you and appreciate your continued support of the library.
   

Meeting Room Application Printable Version

Last Updated:
10/10/11 14:50