Minocqua Public Library Meeting/Study Room Policy

*Please see UPDATES for COVID-19 changes to study room policies.

Purpose

The Minocqua Public Library has a large program/meeting room and two small study rooms which are available for use by individuals or community groups for informational, educational, cultural or recreational meetings and programs in keeping with the mission of the library. The library also has a history/genealogy room which may be used by individuals or groups on a more limited basis due to its primary use as a study and research area.

Policy

The library’s public rooms will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. There will be no charge for use of the public rooms; however, donations are gratefully accepted.

All rooms are scheduled on a first come – first served basis with the understanding that library programming will have priority in room use. In addition, the library retains the right to reserve rooms before they are open to the public reservations or to cancel a scheduled and confirmed meeting room reservation when it conflicts with a library or library sponsored meeting, program or event. Every effort will be made to avoid conflicting schedules; however, if a cancellation is necessary, advance notice will be given to the responsible party of a group or organization. Contact information for a responsible party must be provided. Users must also be 14 years of age or older. If the users are under 14 years of age, a responsible adult must be present in the library.

Rooms may be used for:

  • meetings which are open to the public;
  • public lectures, panel discussions, film and slide presentations, group discussions, workshops and other similar      functions;
  • organizations or individuals engaged in educational, cultural, intellectual, governmental or charitable activities.

Rooms may not be used for:

  • any purpose which may interfere with the regular operation of the Library;
  • programs involving the sale, advertising, solicitation or promotion of commercial products or services
  • personal, company or family parties

Public rooms may be reserved no more than ninety (90) days in advance.

No single group may have more than three (3) meetings reserved in advance.  Exceptions are the library or library sponsored programs and community groups with prior approval from library director.  For the study rooms, a group or individual may reserve no more than two (2) meetings per week for a maximum of three (3) months.  If additional time is required, a new request must be submitted.  In addition, there is a two (2) hour time limit for study room use to accommodate all users.  The time limit may be extended at the discretion of library staff for activities (such as test taking) with specific time requirements and if no individual or group is waiting to use the room.

Meetings or programs that would interfere with the library’s operation by causing excessive noise, a safety hazard, or security risk are prohibited. The library retains the right to stop meetings or programs that were approved but are disruptive. Individuals attending meetings or programs must comply with all library policies and shall immediately cease actions deemed in violation of these policies upon request.

No admission fee or registration fee may be sought from meeting attendees.  Refreshments may be served and shall be provided by the group. 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.  People using the room shall leave it in neat, clean, orderly condition.  If not, the group/individual will be given notice that continued offense will result in denied access to the meeting room.

The Library is not responsible for any equipment, supplies, materials, clothing or other items brought to the library by any group or individual attending a meeting.

In consideration of the use of the program/meeting room, study rooms and library facilities, any person or group using the rooms hereby agrees to indemnify and hold harmless the library from any and all actions and suits related to its use of such program/meeting room, study rooms and library facilities.

Use of the library meeting room does not in any way constitute an endorsement of the group’s policies or beliefs by the Library staff or Library Board.

Approved 7/2011; revised 7/2014; revised 10/2016; revised 4/2018; revised 1/2020