MEETING ROOM POLICY
Lincoln Parish Library

Purpose

• To provide comfortable meeting rooms with modern communication technology for community groups, organizations, and regularly scheduled library programs.

Type of Use

• For educational, cultural, and intellectual activities consistent with the Library's purpose
• Any special use of the Library Facilities must be approved by the Library Director and Chairman of the Library Board of Control
• The Meeting Room provides:
• Auditorium seating for 98
• Conference seating for 75
• Power Point capability
• A tackable wall
• Sound system
• The Conference Room provides:
• Conference table seating for 10
• Additional seating for 8
• Plasma screen for Power Point, video/DVD

Reservations

• A reservation form must be on file in the Library Administrative Offices no less than 72 hours prior to the scheduled date and time of a meeting.
• Neither the Meeting Room, nor Conference Room, will be considered to be reserved until this form is on file.
• Only adults may reserve a room. If teenagers or children are to be present, an adult, must be responsible, in charge of, and present during the entire meeting.
• An officer or otherwise responsible member of the group/organization must complete the reservation form.
• No single group/organization may dominate any room. Therefore a group may reserve a room for four (4) months in advance only.
• It should be noted that Library programs shall take precedence over any community group or organization. A group already scheduled may be asked to change their date or location in favor of Library programming.

Guidelines for Usage

• Meetings which produce income/profit, or are intended to raise funds for a person or organization, may not be held on Library property.
• Non-alcoholic beverages and light refreshments may be served in the meeting room, but NOT in the conference room. The Library does NOT supply these refreshments.
• It must be noted on the Reservation Form whenever a meeting is anticipated to end after library closing time.
• Disruptive activities are prohibited.

Group/Organization Responsibility

• Set-up of the room/s for the meeting is the responsibility of the group or organization holding the meeting.
• Items may be attached to the tackable walls only. These may be attached by masking tape, tacks, or push pins only.
• The group or organization using the room/s is responsible for replacing the furniture in its original position/location.
• All charts, papers, books, computer, or other items used during a meeting must be removed before vacating the room.
• The group of organization using the room/s is responsible for leaving the kitchen clean and orderly.
• The person completing the reservation form is responsible for:
• Their presence at, and the conduct of, the meeting
• Adherence to Library policies
• Payment to the library for any damages to the facilities or equipment that are caused by the group or organization, or its guests.

Permitting use of these rooms in no way signifies Library sponsorship or endorsement of the user or the opinions and/or beliefs of an organization or group.

The Library is not responsible for:

• lost, stolen or damaged articles
• equipment malfunctions
• power failures
• other such problems.

A Meeting Room Application can be obtained from the Information Desk at the Library or by fax. For more information please contact Kimberly Patrick by phone at 318-513-6409 or by email at kpatrick@mylpl.org.

Meeting Room Policy Approved by the Library Board of Control. 12/20/05