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Print an application:
The policies and procedures for the use of the meeting rooms in the Montgomery County Memorial Library System are established herein. The responsibility for implementing this policy and for scheduling the use of the meeting room rests with the individual librarian in charge of the building where the meeting rooms are located. The Library Director retains final authority for implementing these policies.
1. Purpose
The meeting rooms of the Montgomery County Memorial Public Library System may be used by the general public. The meeting room(s) may be reserved for meetings, programs, seminars and exhibits. The primary purpose of the meeting room(s) are for programs presented by the library or library-related organizations. When not required for the use of the library or library-related organizations, groups are encouraged and welcome to use the room(s) subject to the following:
2. Regulations for use of the meeting rooms
A. The meeting room(s) may be used for educational, informational, civic, or cultural programs. The meeting room(s) may be reserved for book sales or other fundraising events, the proceeds of which will go to the direct benefit of the library. A concession agreement with the County must be established. The meeting rooms may not be reserved for the solicitation or sale of any other goods, services etc., whether benefiting an individual or a for-profit organization at the time of the meeting or in the future.
B. No money may be collected on the library premises with the exception of dues for Friends of the Library groups, book sales or other fund-raising events, the proceeds of which go to the direct benefit of the library.
C. All activities in the library’s meeting room(s) must be open to anyone who wants to attend.
D. The library reserves the right to charge for the use of the meeting room(s).
E. Use of the library’s meeting room(s) does not constitute endorsement by the County or the library, of any points of view expressed by the group. No advertisement or announcements implying such endorsement will be permitted. Neither the library’s address nor phone number may be used by any non-library related group.
F. Library staff will not handle reservations or incoming phone calls for any non-library related group. Outgoing calls may not be made for any non-library related organization.
G. Organizations using the meeting rooms must bring their own supplies, such as pens, pencils, paper, coffee supplies, copies etc.
H. Attendance at meetings must be limited to the seating capacity specified by the Fire Marshall. Meeting room applications will state meeting room capacities. For statistical purposes the number of people attending must be reported to the librarian on duty.
I. Chairs and tables available in the meeting rooms must be set up and put away by each group using the room(s). No additional furniture other than that available in the meeting rooms will be provided unless prior arrangements have been made. To use the library AV equipment, prior arrangements must be made. At the Central Library, the South Regional Branch, West Branch and Malcolm Purvis, Magnolia Branch a small kitchenette is available for the preparation of light refreshments. There will be no food or beverages allowed in the second floor conference rooms at the Central and South Regional Libraries or in any public areas of the library.
J. The length of time needed for each meeting should include time for setting up the meeting room and putting it back in order at the end of the meeting. If the meeting extends beyond the scheduled time, the librarian in charge will request that the meeting be adjourned.
K. Open aisles must be maintained on each side and down the middle of each seating arrangement to provide clear access to exits in case of emergency.
L. Equipment, supplies or personal belongings cannot be stored or left in the library before or after use.
M. The library will not be responsible for lost or damaged items.
N. Groups must obtain permission from the librarian in charge before affixing articles to the walls in the meeting rooms.
O. Smoking is not allowed in the library. Alcoholic beverages may not be dispensed or consumed in any part of the library or library property.
P. The individual making the reservations, as well as the membership of the group as a whole, will be held responsible for any and all damage that may occur as a result of the use of the facilities.
Q. Permission to use the library meeting rooms may be withheld from groups whose members or invitees damage the room, carpet, equipment or furniture or fail to comply with the rules and regulations. Individuals causing disturbances during meetings will be asked to leave.
R. The individual making the reservation, as well as the membership of the group as a whole, agree to, as the law allows, hold the County harmless from and against any and all losses, expenses, demands and claims made against the County arising in any manner from such group’s use of the library facilities.
S. Use of the meeting room(s) should be confined to times when that particular library facility is open and staffed by the Library System personnel. If this can not be accomplished, additional security measures may be required. The Montgomery County Sheriff’s Department and/or the City of Conroe Police Department may be contacted to obtain the names of individuals authorized to perform such duties. All costs associated with security services will be the responsibility of the individual or group scheduling the meeting.
3. Reservations
