Policy Approved: 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 the 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 applicant's 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.
The library reports statistics on the 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.
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 afterward.
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 canceled until restitution is made.
Groups using library rooms may not charge fees. With the exception of Westlake Porter Public Library or Friends of Westlake Porter Public Library, no fundraising 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 afterward. 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.
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 pm. Normally, the library’s doors are locked and the security system set promptly at 9:00 pm. Groups, that have not registered and paid in advance to remain after hours, must completely vacate the meeting rooms by 8:45 pm, so that the meeting room wing can be secured.
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 co-sponsored 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.
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.
Because the 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 study rooms for individualized tutoring or study. (See Study Rooms Policy)
- Failure to abide by these Meeting Room Policies is justification for denying the group further use of meeting rooms.
- 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.
- All organizations must comply with fire and access codes that regulate the use of the Library. Maximum capacity regulations MUST be observed, adequate aisle space must be provided and doors MUST NOT be blocked.
- 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.