PS 1.51 Meeting Rooms

The primary purpose of the library's meeting rooms is to provide facilities for use by the Library for Library related activities and seconded by the general public of Gallia County for educational, cultural, social, or civic groups.   The needs of the library and the Friends of Bossard Library will take precedence.  The library reserves the right to cancel or reschedule any meeting.

Library meeting rooms are available during regular library business hours, subject to the stipulations below.  Meeting rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fundraising, or conducting classes for profit.    No admission or attendance charge or required donation may be assessed by any non-library group using a meeting room.  Groups using the meeting rooms shall vacate the room at least fifteen minutes before closing time of the library.

The library may permit presenters at library-sponsored programs to sell merchandise related to the subject or activity of their programs. The library will grant this permission either to reduce the cost of the program to the library or to raise funds for the Friends of the Library.  Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library.

A $25.00 deposit is required to reserve the meeting room.  This deposit must be made at least one week before the meeting date.  If the meeting room is available and the room reservation is desired less than a week prior to the meeting date, the deposit must be made at the time the room is reserved.  The deposit will be forfeited if the group does not vacate the room at least fifteen minutes before closing of the Library.  If any members of the group are still in the library after closing time, the group will lose its privileges to use the meeting room for one year.  A fee of $25.00 per use of the meeting room will be charged for use by “for-profit” organizations.  No non-library business orders or actual transactions or contracts may be conducted at the Library.   In general, the meeting rooms may be used no more than twice per month by a non-library organization.  A meeting room may be reserved up to 45 days in advance of the meeting date, and a group may have no more than two meetings scheduled at any time.  The director or his or her designated staff must approve all reservations.  The staff will complete a Meeting Room Reservation form prior to the meeting date.  The individual requesting the meeting room reservation must be an adult (age 18 and older) and must designate an adult who will present at the meeting and will be responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment that individual will be liable.  This designated adult must be present at the scheduled meeting for its entire duration.  A request for use of space by minors must be made by an adult who will agree to be present and responsible for the meeting.  A group using a meeting room more than once for the same purpose need only complete the form annually; a copy of the completed form will be kept on file at the library, along with their check of deposit.  The Library will return meeting room deposits within one month of the meeting date, provided the group observed the policy guidelines.  Deposits on file will be returned annually by the Deputy Fiscal Officer, at which time a new meeting room reservation form and deposit check must be returned to the Library, if the group wishes to continue to have a deposit on file with the Library.

Refreshments may be served, but are restricted to the Switzer meeting room and are not permitted in other parts of the library except during library-sponsored events. Smoking and alcoholic beverages are prohibited.  A group serving refreshments is responsible for providing all serving utensils and for cleaning up following its meeting.  Groups must provide their own cleaning equipment and supplies.  Groups are not permitted to use flammable devices in the Library (i.e. candles).  Meetings are to be conducted in a manner that does not interfere with the use of the Library by other patrons.

A TV/DVD player is available for group use, upon request, subject to availability.  The Library does not provide technical assistance for the use of this equipment.

Seating Capacity of Switzer meeting room is thirty-five (35) people.

The Library’s computer lab is housed in the O.O. McIntyre Reading Room.
Non-Library groups may reserve this room, subject to the provisions of the full meeting room policy, for computer lab use only.   Seating capacity of the O.O. McIntyre Room is twelve people.

Groups are responsible for arranging the chairs, tables, and other equipment to meet their own needs. Following their use of the room, groups must return the room to its original state.

The library makes no endorsement, express or implied, of any non-library event or activity held in the meeting room.  Publicity of such events must include a disclaimer to this effect.

The board and the library staff do not assume any liability for groups or individuals attending any meeting or program in the library.

The Library will not refuse use of meeting rooms based on content.  The Library can, however, disallow use because it is disruptive to the purpose of the Library (i.e.  Large rally that would impede parking and result in an unacceptable noise level in the library).