Meeting Room Guidelines

INTRODUCTION
It is the policy of the Lee County Library System to provide meeting room facilities for library activities and programs and to make these facilities available to community groups, organizations and individuals for meetings of community interest without charge during normal library hours. Priority for use of library meeting rooms is given to those programs sponsored or co-sponsored by the library. Permission to use library meeting rooms does not imply library endorsement of the aims, policies or activities of any group, organization or individual. The following regulations apply to all non-library sponsored programs or meetings conducted in Lee County Library System facilities.

The provisions of this policy also apply to the use of sidewalks and grounds of the library.

OVERVIEW
Programs not sponsored by the library must be under the auspices of a NON-PROFIT group or organization with a designated member of the group responsible for the program. Individuals may apply to use a meeting room, sidewalks or grounds for non-profit purposes.

All programs must be open to the general public, with the exception of certain city, county, state, federal or educational meetings. All programs must be in keeping with the Mission and Goals of the library. No admission fee can be charged and no collections or donations can be taken. No sales of any type are permitted, except during Library-sanctioned events sponsored by support groups to benefit the library. Library facilities, including all sidewalks and grounds, shall not be used for personal or private profit.

Smoking is not permitted. No refreshments may be served unless approved in advance by the branch or regional library manager or designee.

The number of people in the meeting room cannot exceed the Fire Marshal?s standards. The group, organization or individual using the meeting room is responsible for setting up the room and returning it to its original condition. This also applies to use of library sidewalks or grounds.

The group, organization or individual will be responsible for discipline and reasonable care of the room, equipment and furnishings. The responsible party will pay for any damages.

The responsible party using the sidewalks or grounds may not block the library entrance, impede access to the library or harass library patrons who approach the building. The responsible party outside the building may set up a small table, as long as it does not block the library entrance or roadway. Signs may be affixed only to the table. Signs may not be affixed to the library building or any other existing structure on the property.

RESERVATIONS
Application for use of the meeting room must be submitted at least 24 hours in advance of the meeting. Meeting rooms are assigned in order of the receipt of application. The library reserves the right to cancel any reservation for the meeting room. Notice will be given to the group, as soon as possible, if cancellation is necessary. Groups holding a reservation are requested to notify the library of any cancellation on their part at the earliest possible date.

Groups, organization and individuals may reserve the meeting room for only one meeting at a time. Certain city, county, state, federal or educational groups may reserve the meeting room for multiple dates for important meetings of community interest, as determined by the library manager. The meeting room may be reserved no more than six months in advance.

The branch or regional library manager or designee may permit use of the meeting room for study or tutoring purposes without the required 24-hour notification.

Reservations for the use of sidewalks and library grounds will follow the same guidelines and application form. Each sidewalk reservation may include all hours of operation for one day. Only one sidewalk reservation will be accepted for any given period of time.

HOURS
Library meeting rooms are available during regular library operating hours. Meetings should end on time and the room be left as found. The room should be vacated at least 30 minutes before library closing time, unless other arrangements have been made. At locations designed to allow after hours meeting room use, arrangements can be made for use of the room past the library closing time for a fee of $27.00 per hour, for a minimum of two hours. After-hours use must begin during regular library hours and end by 11:00 p.m. The fee is to be paid to the hosting library at least two weeks in advance of the meeting. Checks are to be made out to ?Lee County BoCC?. The fee will be used to cover the cost of a security guard from regular closing time until the group completes the clean up from the meeting. The fee will not be prorated for partial hours.

EQUIPMENT
The library is not responsible for equipment, supplies or other items owned by a group or individual and used in the library. All such items must be removed from the library at the end of the meeting for which they are used.

Groups may request the use of library-owned audiovisual equipment, when available. Arrangements for the use of library-owned equipment must be made with the library at the time of reservation.

Library-owned furniture and equipment may not be available for use on the library sidewalks or grounds.

PUBLICITY
The group using the meeting room is responsible for arranging its own publicity.

ADA COMPLIANCE
The Lee County Library System complies with the provisions of the Americans with Disabilities Act and makes every effort to ensure that functions held in its meeting rooms are fully accessible for persons with disabilities. Each library has an FM Assistive listening system for use by persons who are hearing impaired. Check with the library before the meeting for instructions on its use. Publicity and announcements for the meeting must include the following wording:

?Sign language interpreter available with 48-hour notice; call Deaf Services Center: 461-0334 (voice) or 461-0438 (TTY).

Assistive Listening system available; request at desk.?

It is the responsibility of the group, organization or individual to contact the Deaf Services Center directly to schedule an interpreter, as per the above notice.

COPYRIGHT
Any group, organization or individual showing a film/video/DVD in the library meeting room must adhere to the copyright law. Films/videos/DVDs must have public performance rights in order to be viewed in the library meeting room.

To Apply
Applications for meeting room use are available at each library that has a meeting room. Call the library to see if your time and date are available.

Assistive Listening system available; request at desk.? It is the responsibility of the group, organization or individual to contact the Deaf Services Center directly to schedule an interpreter, as per the above notice.

Assistive Listening system available; request at desk.?

It is the responsibility of the group, organization or individual to contact the Deaf Services Center directly to schedule an interpreter, as per the above notice.