Programs sponsored by the Library and the Friends of the Library will have preference in scheduling.

Programs must be free of charge and open to the public.

GUIDELINES AND CONDITIONS

The Community Room may be reserved for meetings and programs by community groups, organizations, and businesses. Bookings may be made at any time, depending on room availability.

To reserve a meeting room you must visit or call the library at 443-5141, ext. 11. Once you have reserved a room, please complete a Meeting Room Request Form and return it to the library. It can be faxed to
443-3514.

The Community Room seats about 60 and can be configured in various ways. Audio-visual equipment may be available for use (slide projector, overhead projector, large screen television and video/DVD player, Internet connectivity) if requested in advance in writing. A member of the group sponsoring the meeting must be responsible for the operation of the audio-visual equipment. There is a small kitchen that can be used. Meetings must be free and open to the public. No admission charges, suggested donations, or charges of any kind are permitted. Outside groups shall not use the space for money making activity. Only the Library or affiliated organizations may sponsor fund raising activities.

Groups are encouraged to use the meeting space during the normal operating hours of the Library. If there is a request for time outside of those hours, this use will need to be approved by the Director as special staffing may be required. There is no charge for non-profit organizations but for-profit groups will be charged $50.00 per hour.

The sponsoring organization must acknowledge its sponsorship and provide phone numbers in all its publicity material. The Library phone number should not be listed as a point of contact for the event. All publicity (flyers, posters, newsletters, press releases, and invitations) must prominently state that the organization sponsors the event and/or "This program is not sponsored by the Patten Free Library." The Patten Free Library does not necessarily support or endorse the views, opinions, or positions of groups or organizations using its meeting spaces. No group using the space should represent in advertising or promotions that the Library supports or endorses the group's purpose or viewpoint.

One person from the group (the applicant) shall accept responsibility for the group's compliance with the meeting space policy by signing the room reservation request form after reviewing the guidelines and thereby agreeing to observe proper use of the room. This person must be present at the meeting.

Groups are responsible for setting up the room and then leaving the room and the kitchen in good order. The applicant is responsible for loss or damage resulting from the use of the room.

Covered non-alcoholic beverages are permitted in the Library. Consumption of alcoholic beverages in the Library is not allowed with exceptions for Library programs and events.

The Library is not responsible for equipment, supplies, exhibit materials or other items owned by the group or an individual and used in the Library.

Juvenile and young adult groups may use the room with adult supervision.

No group except library related or sponsored groups may use the Library for regular meetings more frequently than monthly. However a series that meets more than once a month may be held provided the total annual number of meetings does not exceed ten.

Please let the Library know as soon as possible if a meeting is cancelled. The Library will try to post signs on the entry doors to notify meeting attendees of the cancellation.

If these guidelines aren't met, it may result in the suspension of a group's privilege to use any Library meeting space.

(Revised 10/11)

If you'd like to schedule the Community Room, please contact Courtney Sparks at 207-443-5141 ext. 14, or csparks@patten.lib.me.us
or
Print and Mail the form below:
Meeting Room Reservation Request Form