Meeting Rooms

WILSON COUNTY PUBLIC LIBRARY MEETING ROOM POLICY
The Library welcomes community use of meeting rooms.
To facilitate use, please follow these rules.

Main Library Meeting Rooms
249 Nash Street West, Wilson NC 27893-3801 (252)237-5355 Fax:(252)265-5569

Assembly Room (up to 120 people)
Scheduling done at Circulation Desk
10 tables, 120 chairs
Easel, TV (reserve in advance)
Internet access

Conference Room (up to 25 people)
Scheduling done at Circulation Desk
4 tables, 25 chairs
Easel, TV (reserve in advance)
Internet access

2 Children's Study/Tutoring Rooms, 2 persons each
Scheduling done at Children's Desk: See Below
2 chairs each, limited work area

Elm City Branch Library Meeting Room
Scheduling done at Elm City Branch: See Below
(252) 236-4269
1 table, 8 chairs, up to 30 people, no Internet access

Purpose:
Meeting rooms are for programs and meetings that are educational, cultural, or civic in nature. The library's public nature precludes use for commercial purposes, religious meetings, or for private social functions such as weddings or anniversary parties. Permission to use the meeting rooms is not an endorsement of the user or the user's beliefs.

Use:
Users are subject to normal library rules. Eligible groups may reserve meeting rooms on a first come, first served basis. Elections and electoral use take priority.

Please complete and sign the attached application. Include the name of the sponsoring group in any advertising or announcements and report number of people who attended after each meeting. Meetings may be observed by library staff.
Non-profit groups may collect membership dues but admission fees and solicitation are not allowed.
Meeting rooms should be used during normal library hours unless prior approval has been granted. Meeting should end 10 minutes before library closing time so that library security systems can be engaged. Use other than by the library is limited to no more than four days in a single month or twenty-four times in a single calendar year.
Tables and chairs are available for group use, and the group using the room is responsible for making any desired changes to the furniture arrangement. The group using the room is also responsible for paying any extra cleaning costs that might result from the use of the room, and for any damage to building or equipment. Audiovisual equipment needs to be reserved in advance. Groups should designate a member to learn to operate equipment prior to the meeting. Food and drink may be served in the Assembly room with prior approval only.
The library cannot take telephone or other messages and is not responsible for personal belongings.
Meeting room space is limited, therefore a 24-hour notice of cancellation is required in order that rooms maybe rescheduled. Following two no-shows without 24-hour cancellation notice, the privilege of reserving the meeting rooms will be suspended for the individual or group in question. Reapplication for this privilege must then be made with the library director. The Trustees of the Library reserve the right to deny further use of meeting rooms or space to any individual or group who disregards or violates library policies.

WILSON COUNTY PUBLIC LIBRARY
CIRCULATION DEPARTMENT
252-237-5355
Application to Reserve a Meeting Room 2008

Use of a library meeting room should be educational, cultural, or civic in nature. The library may not be used for selling or solicitation. Anyone or any group disregarding the rules or not cleaning up properly may lose permission to use the facilities. Food and drink is allowed in the Assembly Room with prior approval only. Meeting room space is limited, therefore a 24-hour notice of cancellation is required in order that rooms maybe rescheduled. Following two no-shows without 24-hour cancellation notice, the privilege of reserving the meeting rooms will be suspended for the individual or group in question. Reapplication for this privilege must then be made with the library director.

Please report number attending after each meeting. Please complete a new form each calendar year.

Include name of sponsoring group in any public advertising of the meeting or program.

Library employees are not responsible for alerting public to changes in programs or paging for members in the library. Signing this form means acceptance of the Library Meeting Room Policy.

Signature:_________________________________________________ Date: _____________

Name of group or organization:____________________________________________________

Print your name and position:_____________________________________________________ _____________________________________________________________________________

Your mailing address:___________________________________________________________

_____________________________________________________________________________

Your telephone number: home:__________________________ work:___________________

Email address:_______________________________ fax:__________________________

Time & Date(s) room needed:___________________________________________________________ _____________________________________________________________________________

Purpose of meeting:_____________________________________________________________

______________________________________________________________________________

Expected number at meeting:___________________ Food & Drink (Assembly Room):_________________

Special Needs/Equipment:________________________________________________________

Staff Use Only    Notes:________________________________________________________
Room Assigned ________   Actual no. who attended _____________    Date _________________    Room Cleaned ________
Room Assigned ________   Actual no. who attended _____________    Date _________________    Room Cleaned ________
Room Assigned ________   Actual no. who attended _____________    Date _________________    Room Cleaned ________
Room Assigned ________   Actual no. who attended _____________    Date _________________    Room Cleaned ________

ELM CITY BRANCH LIBRARY
252-236-4269
Application to Reserve the Meeting Room 2008

Elm City Branch Library
(252) 236-4269
1 table, 8 chairs, up to 30 people

Please report number attending after each meeting. Please complete a new form each calendar year

Please include name of sponsoring group in any public advertising of the meeting or program. Library employees are not responsible for alerting public to changes in group meetings or paging for members in the library.

Signing this form means acceptance of the Library Meeting Room Policy.

Signature:_________________________________________________ Date: _____________

Name of group or organization:____________________________________________________

Print your name and position:_____________________________________________________ _____________________________________________________________________________

Your mailing address:___________________________________________________________

_____________________________________________________________________________

Your telephone number: home:__________________________ work: ___________________

Email address:_______________________________ fax:__________________________

Date(s) room needed: ___________________________________________________________ _____________________________________________________________________________

Time room needed:_____________________________________________________________

Purpose of meeting:_____________________________________________________________

______________________________________________________________________________

Expected number at meeting:___________________

Special Needs/Equipment:________________________________________________________

Staff Use Only:
Actual no. who attended _____________                      Date _________________                      Room Cleaned ________
Actual no. who attended _____________                      Date _________________                      Room Cleaned ________
Actual no. who attended _____________                      Date _________________                      Room Cleaned ________
Actual no. who attended _____________                      Date _________________                      Room Cleaned ________
Actual no. who attended _____________                      Date _________________                      Room Cleaned ________

WILSON COUNTY PUBLIC LIBRARY CHILDREN'S DEPARTMENT
252-237-5355
Application to Reserve a Children's Study Room 2008

2 Children Study/Tutoring Rooms, 2 persons each
Scheduling done at Children's Desk
2 chairs each, limited work area

Please report number attending after each meeting. Please complete a new form each calendar year.