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Multi-Purpose Room Policy
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Mountain Regional Library Headquarters Multi-Purpose Room Policy and Use Guidelines
General Information
Reservations:
The Meeting Room is temporarily unavailable for non-library-affiliated meetings.
Reservations for the multi-purpose room should be made at least 24 hours in advance of meetings. In fairness to all groups, the Library does not accept reservations for a regular series of meetings, such as the first Tuesday of each month. There will be no non-Library meetings in the Multi-Purpose Room at Mountian Regional Library in Young Harris during the entire month of August. It is reserved exclusively for our annual Friends of the Libraries of Towns County Book & Bake Sale.
Parking:
It is the responsibility of the person scheduling the room for groups that will meet during Library business hours to inform attendees that use of the lower parking lot is mandatory. Only persons with physical handicaps are allowed to use the upper level lot for meetings during regular library hours. If the parking is not sufficient in the lower lot, carpooling or other accommodation is recommended. The Library is not responsible for providing parking for meetings during regular library hours.
Specific Regulations:
- Only non-profit groups of an educational, cultural, or civic nature may use the multi-purpose room.
- Library sponsored programs will take precedence over those of outside groups.
- When the room is to be used by an organization with members under 18 years of age, application for use of the room must be made by a responsible adult. No one will be admitted until the adult in charge has arrived.
- When controversial topics are to be presented, prior clearance by the library system director or branch manager is required and each side of the issue must have equal representation.
- Admission fees may not be charged for meetings in the library, nor may sales or auctions be held except by the library itself or by Friends of the Libraries groups in conjunction with the library. Classes for which fees or tuition is charged are not allowed to use the room.
- The serving of food or drinks in the library or in the multi-purpose room is prohibited unless special arrangements are made. Any items such as coffee makers or other equipment used by the group must be left clean and in good condition. Food and supplies in the kitchen and meeting room are the property of library staff members and are not for use by those using the room. Any garbage generated by the group must be removed from the library by that group in bags or containers provided by the group. No food may be left in the library.
- In publicity concerning meetings held in the library, organizations are requested to use the correct name of the library, Mountain Regional Library Headquarters, and to make it clear that the library is not the sponsor.
- Meetings must begin and end within regular library hours, unless the responsible person arranges for the room to be open while the rest of the library is locked. For meetings outside regular hours, the organization must make a $10.00 deposit on the key. The deposit will be refunded the following business day, after the key is returned, a head count provided, and if the room is found to be in acceptable condition.
- Groups meeting after library hours will be responsible for picking up the key to the multi-purpose room during regular business hours. NO EXCEPTIONS!! No one will be admitted to the library after hours by the cleaning or other staff, and library staff are not to be contacted at home for key pickup. Holiday schedules should be considered well in advance.
- Any set-up of the room furnishings is to be done by the group.
- Lights must be turned off and thermostat controls must be set at the approved levels, heat at 65 degrees and air conditioning at 80 degrees.
- The library key should be placed in the book drop following the meeting, after all doors are secured.
- Arrangements for use of audiovisual equipment and/or other library materials should be made well in advance.
- The person/organization holding the meeting is responsible for the conduct of those attending and will be held liable for damages done to library property be those attending their meeting.
Booking the Meeting Room
The responsible party arranging for the room must complete and sign the Multi-Purpose Room Agreement to obtain permisson to use the Meeting Room. The form may be turned in in person at the library, faxed to 706-379-2047, or mailed to Mountain Regional Library, 698 Miller St. PO Box 159, Young Harris GA 30546.