Meeting Room Policy
Reservations must be made in advance, up to six months prior to the event.
Requests for a reservation are submitted to the Library. A completed meeting room form is required to use the room. Permission to use the Library meeting spaces will be granted on the basis of availability and at the discretion of the Library Director.
The Amos Memorial Public Library is a public institution whose facilities are available to all on the same basis. The intent of this policy is to make the Library’s meeting room and display spaces available on as widespread and equitable basis as possible for educational, cultural and informational community meetings, programs, trainings, displays and exhibits.
The Library prioritizes the safety and well-being of its patrons, staff, and the general public. In order to maintain a secure and welcoming environment, the library reserves the right to refuse a group’s request to reserve library meeting space if security or police presence is requested, or if safety concerns are deemed to be significant.
NOTE: Meeting rooms at the Amos Memorial Public Library are reserved for library programming, non-profit organizations, businesses, and other community groups and organizations. Not for personal parties including baby or wedding showers, birthday parties, receptions, etc.
Food and beverages are allowed in the meeting rooms with advance approval of the Library administration. The delivery of commercially prepared food such as pizza, sandwiches, salads, pasta and the like is permitted. The group is responsible for supplying all equipment and for immediate clean up. Smoking is prohibited throughout the Library.
Private property used, demonstrated, exhibited, shown or merely brought into the Library will be the owner’s responsibility. The Library can assume no responsibility for private property used on Library premises, nor is the Library responsible for enforcing copyright restrictions for public performance of privately owned media. Library staff is not required to move or transport private property.
Any damages to Library premises or equipment as a result of group use will be paid for by the group responsible. Failure to comply with any part of this policy will result in the group or individual being denied utilization of Library meeting or display areas.
Use of the meeting space is subject to the conditions described below and must be scheduled in advance, according to the procedures detailed at the end of this policy. Groups using the room are responsible for maintaining order.
Library-sponsored programs will receive first priority after which other applications will be considered on a first-come first-served basis.
Tables and chairs are available for meetings of up to 80 people. Groups requiring special furniture arrangements may move tables and chairs accordingly. All furniture must be returned to its original arrangement by the group holding the meeting.
No admission may be charged. There may be no solicitation of Library patrons before, during or after the event.
Public library buildings and grounds are defined as limited public forums. The public sidewalks around our libraries are traditional public forums subject to reasonable time, place and manner restrictions on those wishing to use them for purposes protected by the First Amendment. As such, the Library allows people to circulate petitions outside our facilities according to the following guidelines:
1. Persons circulating petitions for signatures may stand on Library property, as long as they do not block entrances, exits, or interfere with patrons seeking to use the Library.
2. Persons circulating petitions may not engage in collecting signatures inside the Library.
Bulletin Board Display
Items intended for bulletin board displays should be submitted at the Library Information Desk at Amos Memorial Library. Final determination will be made on the basis of availability of space and appropriateness of item. All items submitted for bulletin board display become the property of the Library.
The sponsoring group will be responsible for promoting its meeting and/or event. Shelby County Libraries is under no obligation to display advertising for outside groups, but if they choose to do so, all groups will be treated equally. Promotional materials should clearly indicate the name and contact information of the sponsor of the program and/or meeting in all publicity, as well as the display itself. If the name and address of the Library is used for directional purposes, advertising should indicate that the views do not represent those of Shelby County Libraries.
The fact that a group meets or displays materials at the Library does not in any way constitute an endorsement of the group’s policies or beliefs. If a question is raised as to the objectives and activities of any organization, group, or individual requesting the use of Library meeting or display areas, the Library Board of Trustees shall be the final authority in granting or refusing permission for such use.