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H. Grady Bradshaw Library and LaFayette Pilot Public Library

Meeting Room Use Policy

Bradshaw Library Meeting Room Forms

Organization Registration Form (must be completed once annually): Download PDF

Meeting Room Request Form (must be completed for each meeting): Download PDF

LaFayette Library Meeting Room Forms:

Organization Registration Form (must be completed once annually): Download PDF

Meeting Room Request Form (must be completed for each meeting): Download PDF

 

The following policy refers to the use of the Lanier Meeting Rooms and the Doss Leak Conference Room at the Bradshaw Library in Valley and the LaFayette Pilot Public Library's meeting room.

WHO CAN USE THE MEETING ROOMS

Non-profit community organizations or local businesses for training purposes only. The meeting room may not be used for social functions or profit-making activities.

RULES FOR USE

>Up to 100 persons can be accommodated in the Lanier Room, up to 15 in the library conference room and 50 in the LaFayette Library meeting room.

>There can be no charge to attend an event in the meeting rooms and no products may be sold.

>No one under 18 may reserve the meeting room. If the meeting is for minors, an adult must be responsible and present during the meeting.

>The meeting rooms may not be used by individuals for social functions such as showers, teas, or parties.

>A group may schedule the room for no more than two meetings per month. Permission may be granted for additional meetings at the discretion of the Library Director.

>Groups are responsible for securing the meeting room doors and the rear entrance to the library for after hours meetings.

AVAILABILITY OF MEETING ROOM

>The Lanier Room at Bradshaw Library and LaFayette Library meeting room are available from 10 am to 9 pm Monday through Saturday.

>The Bradshaw Library Doss Leak Conference Room may be scheduled only during library hours.

>Library programs take precedence over other groups using the meeting rooms.

CARE OF ROOM AND LIBRARY GROUNDS

>The meeting rooms contain chairs and folding tables for use by groups. Each group is responsible for setting up the facilities for its meeting. After the meeting, the rooms should be returned to their original condition and configuration.

>Organizations using the library grounds should leave the grounds in the same condition in which they were prior to groups use. All trash should be disposed of properly. Any equipment or materials brought into the room should be removed.

>Charges will be made for any library staff time required to clean up grounds or facilities following a scheduled event.

SCHEDULING FOR USE OF THE MEETING ROOM

>An Organization Registration Form must be completed each calendar year. The Meeting Room Request Form must be completed for each meeting.

>Scheduling may be done in person, by telephone or by faxing the forms linked above.

>Forms must be submissed at least two business days before the scheduled event.

>You will be contacted within two business days via telephone or email to confirm your meeting.

ACCESSING THE MEETING ROOM

>If the meeting is scheduled during regular library hours, the library staff will unlock the meeting room doors.

>There will be a $100 charge for keys not returned by the next business day.

INSTRUCTIONS FOR AFTER HOURS MEETING

>You are responsible for coming to the library during regular operating hours to obtain a key to the meeting room.

>Lock meeting room and make sure all entrances/exits are secure before leaving the building.

>Drop keys into book drop. At Bradshaw, the book drop is located to the right of the front entrance, and at the LaFayette Library, on the handicap ramp leading to the front entrance of the library.