Matson Meeting Room

Our Matson Meeting Room is available to reserve during open hours when no library event is planned. To reserve, please read the policy below and CLICK HERE to fill out a reservation request.

MEETING ROOM POLICY
 “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” (From the Library Bill of Rights, adopted by the American Library Association Council)

RESERVATIONS

1. Meeting rooms are available to all with a $100 deposit fee to cover possible damage and/or clean-up costs. For-profit groups will be charged an additional non-refundable fee of $30/hour.

2. Reservations are made no more than four months in advance and are on a first-come, first-serve basis. Princeton Public Library sponsored programs will take precedence over all other events, regardless of previously scheduled arrangements.

3. Initial reservations may be called in but are not confirmed until an Application for Use of Library Meeting Rooms form, available at the Circulation desk, has been submitted, signed, and the necessary fees and deposit received. Fees must be received within 72 hours of the reservation call.

4. Meetings must be held during regular library hours, and the engagement must end on schedule so the room can be cleared or prepared for other meetings. All meetings must end 15 minutes before closing.

5. Library staff should be notified in advance of cancellations. If the meeting is canceled with less than 72 hours notice any fees paid shall be forfeited and the group shall be disqualified from future use of the room.

6. The Library Director and/or designated staff members have the authority to accept, renew, or reject requests for use of the room under the established policy. To promote the accessibility of the meeting rooms to a wide variety of community groups, the library may limit meetings for any particular organization.

USAGE

7. Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear. Imposition of damage and/or clean-up costs will be at the discretion of the staff or director as needed.

8. Rooms will not be used for personal or family purposes and attendance must not exceed the posted capacity of the meeting room. Library Director may ask that meetings of youth groups have an adult in attendance.

9. The Groups using library meeting rooms must not use advertising and publicity which imply that their programs are sponsored, co-sponsored or approved by the library, unless written permission to do so has been previously given by the Library Director.

10. The name, address or telephone number of Princeton Public Library may not be used as the contact for any registration purposes by the group using the meeting room, nor can they be used as the address or headquarters of any group.

11. No decorations, posters, signs, working papers, posters or any other materials may be installed or displayed in the meeting room without prior library approval. Beverages and light snacks are permitted if prior approval is obtained. If refreshments are served, attendees are to be clearly advised
by the group leader that food and/or beverages are not to be taken into any library areas. Groups are not allowed access to the kitchenette area without prior approval.

12.The library will provide tables and chairs required by the group or organization. Collections of films, books or other library materials must be obtained for use through normal library circulation procedures. Each group is required to set up tables and chairs for their meeting and are required to return these items to their original position after the meeting is concluded if changed from library setup.

13.Groups are encouraged to bring their own computer systems with them (if needed) and should not assume that presentation equipment will be automatically available and in good working order at the time of the engagement. The library cannot provide operators for the equipment. If instruction is required for equipment operation, it is suggested that a representative of the group set up an appointment with staff one to two weeks in advance.

14.There shall be no interference with the regular use of the library. Groups expecting large attendance should request members to park so that sufficient and convenient parking will be available to library patrons.

15.Library staff may attend or observe any meeting or program at any time. The library reserves the right to limit or prohibit any use of the meeting room which represents a threat to the health or safety of library customers or to the orderly use of the library.

16.The library will not provide storage for any group. Exceptions may be made for library-sponsored groups on approval of the Library Director.

17.In consideration of the use of the meeting room and library facilities, any person or group hereby agrees to indemnify and hold harmless Princeton Public Library from any and all actions or suits relating to its use of such rooms and facilities. Further, such person or group agrees to reimburse Princeton Public Library for any and all costs for repair of any and all damage as may be caused directly or indirectly to the room and/or facilities by such use thereof. If any organization refuses to pay for the damage, the matter will be referred to the City Attorney for legal action.

18.The Library Board expects that any group utilizing the meeting rooms will comply with the provisions of the Americans with Disabilities Act which require that a meeting or materials at a meeting be provided in an accessible format when requested.

19.The Library Board of Trustees reserves the right to amend these regulations at any time. For good cause, the Library Director may waive any meeting room regulation and may deny or cancel any application for reservation of meeting room space.

20. Failure to comply with the Meeting Room Policy at Princeton Public Library may result in denial of deposit refund or future use of the room.

21.The Princeton Public Library Board of Trustees delegates to the Library Director or his/her designee the authority to develop and implement procedures and practices which carry out the provisions of this policy. Exceptions to the policy may be granted only by the Board of Trustees or the Library Director.
Use of the meeting room does not imply endorsement by the Princeton Public library staff, administration or Trustees of the viewpoints presented.

 

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