Meeting Room Policies


Below you will find two documents related to our meeting rooms (You will need Adobe Reader to view and print.):

Meeting Room Descriptions -- This document provides information about what our meeting rooms have to offer. Click here to read learn more about our meeting rooms

Meeting Room Application Form -- Click Here to See/Print Form. (You will need Adobe Reader to view and print.)

Meeting Room Policies

Policy Approved: January 22, 2003
Amended: June 18, 2003, July 21, 2004, May 18, 2005, January 25, 2006

As a community service, Westlake Porter Public Library provides meeting rooms that may be used by community organizations.  The library has three meeting rooms and a conference room that may be scheduled for educational, cultural, intellectual or civic activities.  These rooms can accommodate individual speakers, panel groups, AV presentations, art and gardening projects and board or committee meetings.  These rooms are available during times when they are not in use for library or library-sponsored programs and activities.

Individuals may not profit from, nor use the library’s facilities, meeting rooms, or tutoring rooms to run a business.

Meetings planned by a company or individual to promote, advertise, or lead to a sale of a product or service are not permitted.


General Reservation Rules and Policies

The meeting rooms are available on a first-come, first-served basis.  Reservations must be made in writing, on the Meeting Room Application, and are accepted on a school-year basis (September to August). This time frame was chosen because it coincides with the organizational and planning year for most community groups.  Reservations may be made beginning June 15 for the upcoming school year, encompassing September 1 through August 31.  The Application Form must be submitted each year, for specific date(s).

Alcoholic beverages and smoking are NOT permitted in the Library.

All meetings shall be open to the general community.  If there are any inquiries regarding your meeting the applicants name and telephone number will be given as contact information

The Library and its meeting rooms are wheelchair accessible.  Any other special needs of handicapped persons should be brought to the attention of the Events Facilitator at least 48 hours in advance of a scheduled meeting so that, if possible, the request can be filled.

Attendance Cards

The library reports statistics on use of its meeting rooms.  An attendance card will be given to all groups for each meeting.  At the conclusion of each meeting, please fill in the attendance number and turn it in at the Reception Desk.  GROUPS MUST CHECK IN AND CHECK OUT AT THE RECEPTION DESK EACH TIME THEY MEET.

Cancellations

Groups should notify the library as far in advance as possible, but at least 24 hours in advance, of cancellations.

Failure to cancel sooner than 24 hours before the scheduled meeting may result in future applications being denied.

While every effort is made to honor all reservations, the library retains the right to cancel scheduled organizational meetings if the need should arise.  In such an unusual case, as much notice as possible will be given.

Equipment & Setups

Groups are responsible for transporting, setting up and operating their own equipment.  A cart can be provided upon request for bringing such equipment into the building.  Groups may NOT store or leave their equipment at the library overnight.

The large meeting room and the medium sized meeting room contain standard folding tables and stacking chairs that may be used by groups.  Groups may choose a configuration from the Meeting Facilities list of Standard Room Set-ups and should register their request at least one week in advance of the meeting.  Groups preferring a room configuration that is different from the options provided are responsible for setting the room up themselves and for returning it to normal immediately afterwards.

Library audiovisual equipment is available for use during the meetings held at the Library.  Groups are responsible for operating any equipment furnished and are liable for any damage to it.  Groups that view videos must secure all necessary performance licenses and indemnify the library for any failure to do so.  Reservations for available audiovisual equipment must be made with the Group Services Department at least 48 hours in advance of the meeting date.

Groups using library equipment must pick up remote controls from the service desk.  The remote will be signed out to the group’s representative with proper identification.  A replacement fee will be assessed for failure to return a remote control, and future meetings will be cancelled until restitution is made.

Fees

Groups using library rooms may not charge fees.  With the exception of Westlake Porter Public Library or Friends of Westlake Porter Public Library, no fund raising activities or solicitation may occur.  A reasonable charge may be made to cover the cost of activity/craft materials, but is subject to library approval in advance.

The Library may choose to partner with organizations or businesses to provide fee based services if they are deemed to be in the public interest and if they fit the mission of the library.

The Library will allow its meeting rooms to be used for classes provided by the Westlake City School District, the City of Westlake (Recreation Department or Senior Center for example), and accredited area colleges and universities, or other organizations of an educational nature which have entered into a partnership with Westlake Porter Public Library to provide classes which would benefit the public.  Such groups sponsoring classes, which meet for several nights in a row or several weeks, will be assessed a fee to recuperate overhead costs.

Food & Beverages

Light refreshments may be served.  A coffee maker is available in each meeting room for coffee or hot water.  The kitchenette and staging room are available for any group to use, so long as they are cleaned afterwards.  The staging area may be used for deliveries of prepared food or box lunches, etc.  A refrigerator and microwave are also available in this area.  Groups must bring their own supplies, coffee, cups, and any other materials they will need. 

The meeting rooms, restrooms and kitchenette must be left in neat and clean order.  Organizations will be responsible for and billed for any equipment or property loss or damage as well as for any cleaning required.

Hours

The meeting rooms are available during regular library hours free of charge to qualifying groups.  On Monday through Thursday only, groups whose meetings begin while the library is open may continue to meet a maximum of two hours beyond the library’s closing time, provided the time is scheduled and the required fee is paid at least one month in advance of the meeting.  This non-refundable fee is $50.00 per hour (not prorated).  In such instances, all attendees at the meeting must vacate the building no later than 11:00 p.m.  Normally, the library’s doors are locked and the security system set promptly at 9:00 p.m. Groups, that have not registered and paid in advance to remain after hours, must completely vacate the meeting rooms by 8:45 p.m., so that the meeting room wing can be secured.

Sponsorship

The use of a meeting room by a non-library group shall NOT be publicized in such a way as to imply Library sponsorship of the group’s activity, unless the activity is truly and formally being cosponsored by the Library.

The name, address or telephone number of the library may NOT be used as the contact address or headquarters of an organization.  A contact name and telephone number must be given in any publicity for meetings or programs held at the library.

Supervision

An adult leader must be present at all times and responsible for the supervision of any group of minors (under the age of 18) using the meeting rooms.

Usage

Because demand for use of the rooms is so heavy, the maximum number of times any one group may reserve the use of meeting rooms is 12 times per year. However, if rooms are available, additional times may be reserved, but requests may be made only 7 days in advance of the date desired.

Meeting rooms are NOT available for receptions or private parties. 

The Library’s meeting rooms may be used by political groups for regular meetings of an organizational nature.  They may be used for public forums, debates, and candidates’ nights but not for self-promotion of any one candidate.  A form certifying that all sides will be represented must be completed before an application can be approved.

Space is available in the Library’s tutoring rooms for individualized tutoring or study. (See Tutoring/Study Rooms Policy)

Important Notes

  1. Failure to abide by these Meeting Room Policies is justification for denying the group further use of meeting rooms.


  2. The Library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting rooms.


  3. All organizations must comply with fire and access codes that regulate use of the Library.  Maximum capacity regulations MUST be observed, adequate aisle space must be provided and doors MUST NOT be blocked.


  4. The individual filing the Meeting Room Application must agree to assume full responsibility for any damages to the facility or equipment, which may occur as a result of the group’s use.



Please direct any further questions about Westlake Porter Public Library’s meeting rooms to the Group Services Department.


Piano Use Policy

Westlake Porter Public Library has two pianos, which may be used by music teachers and organizations for scheduled public performances and one practice session per performance, in conjunction with the use of the meeting room.  Use of the pianos is at the discretion of the library.  The grand piano will not be moved out of the Porter Room.

There will be a fee for each recital/workshop.  This fee will be used to maintain the library’s pianos, and will be adjusted annually to ensure sufficient funds to tune pianos regularly.

  • The fee must be received by the library at least one month in advance of the scheduled performance.  If not paid, the reservation will be cancelled.


  • Pianos are tuned regularly but not necessarily before each performance.  Any teacher or group wanting the piano(s) tuned prior to their scheduled performance can opt to pay for the tuning in full, in advance in lieu of the normal fee.  The tuning will be arranged through the library with its tuner.

The library will allow piano recitals to be held at the library under the following conditions:

  • The meeting room will be booked following all general meeting room policies including that the recital is open to the public at no cost, and may not conflict with library sponsored use of the room.


  • All recitals must vacate the room one hour before the library closes.


  • No more than two (2) bookings per calendar year by any teacher or organization.


  • Any additional equipment, other than the pianos, will be provided by the teacher or organization.

Computer Training Room Policies

Westlake Porter Public Library has one PC training lab that may be scheduled for groups to provide training or needing computer resources as part of their meeting. This room is only available during times when it is not in use for library or library-sponsored computer training and activities. At the discretion of the Library, staff may be present to monitor the room or equipment during any session.

All general meeting room reservation policies apply to this room.
For profit organizations may use the room for training purposes for a fee of $50 per hour or part thereof (not prorated).

Individuals or businesses may not profit from, nor use the library’s facilities, meeting rooms, or study rooms to run a business.

The library will not install an individual’s or a group’s personal software on library computers.

Because this room has specialized equipment in it, there are additional guidelines that apply to usage of this room:

* No food or beverages are allowed in the Computer Training Lab.

* The latest scheduled ending time for the computer training room is 15 minutes before the library closes.

* Training and orientation to the equipment in the PC Lab is available prior to a scheduled meeting upon request.

* Because WPPL training courses take priority, the PC Lab may not be booked more than 2 months in advance.

Scouting Computer Badge Policy

Westlake scouting groups from first grade through high school may work with Library Staff to obtain a computer badge.  The Scout Leader will contact the Youth Services Coordinator to arrange for staff and lab time:

  • Lab times will be scheduled by library staff during normal library hours of operation, with respect to troop meeting times.


  • No fee will be charged.


  • The troop leader and one other adult must remain in the room at all times.


  • No food, snacks or beverages are permitted in the lab.


  • The troop leader will provide staff with the badge requirements at least 2 weeks in advance of the scheduled lab time.

Tutoring/Study Rooms Policies

In addition to the larger meeting rooms, Westlake Porter Public Library has a small group study room and five tutoring rooms. The study room is available during times when it is not in use for library or library-sponsored programs and activities.  The tutoring rooms are available during the hours the library is open, until fifteen (15) minutes before closing.

All general meeting room reservation policies apply to these rooms. 

  • Tutoring rooms may be scheduled for tutoring, proctoring of exams, and business/educational purposes.  Customers can book the rooms in-person at the staff desk serving the area in which the rooms are located; or, can book the rooms up to a week in advance by phone or email, for up to two scheduled hours per use, daily.  Individual volunteer tutors affiliated with Project:LEARN may book the rooms one month in advance.


  • Excessive no-shows or cancellations by individuals will result in loss of privileges. Bookings will be held for 15 minutes unless the user has notified the library that he/she will be late.


  • Individuals who wish to use the rooms to study are permitted to do so, on a first-come, first-served basis.  They must sign-in at the Public Service Desk in that area.  They may only use the room if it is not reserved for other purposes.   There is a maximum use time of two (2) hours per day.


  • Fees may not be charged by tutors using the tutoring rooms, and use of the tutoring rooms by paid tutors/trainers for profit is prohibited.


  • Library audiovisual equipment is available for use in some of the tutoring rooms and may be used to preview videos or DVDs when the rooms are not in use for tutoring/studying.  Users of preview stations are limited to 30-minute periods. Staff may extend this time up to 2 hours if they feel that it is appropriate, e.g., for students viewing nonfiction videocassettes assigned in distance learning classes, or for adults viewing nonfiction videos/DVDs as part of a continuing education assignment. Videos viewed in these rooms by more than 3 people must have PUBLIC PERFORMANCE RIGHTS. Customers are responsible for operating equipment and liable for damage.