The meeting space at the Person County Public Library is available for use by community groups for presentations of informational, educational, or recreational meetings and programs in keeping with the mission of the Person County Public Library. Use of the meeting rooms should not interfere with the normal function of the library and must conform to the guidelines of this policy. The meeting space is available free of charge without regard to the beliefs or affiliations of the individual or group requesting use.  
 
MEETING ROOM RESERVATION GUIDELINES: 

• At least one member of the group must have a Person County Public Library card.  

• A Meeting Room Application must be completed and submitted in order to reserve a room. 

• The use of the room is not approved or officially scheduled until a confirmation email or phone call is received by a group from the library.

• The applicant must agree to abide by this policy, as well as applicable laws, regulations, and policies. 

• Events presented by the Person County Public Library take priority, with secondary preference being given to the Friends of the Person County Public Library. 

• A single group may make advanced reservations for up to three consecutive meetings. 

• Additional reservations, by the same group, are allowed after the final consecutive meeting.  

• Reservations are accepted up to 60 days prior to the desired meeting date.  

• Usage is limited to once a week per group with a time limit of four hours.  

• Meeting rooms are available during normal hours of operation.

• Requests to reserve a meeting room are made at circulation desk at the library, or via email.  Phone reservations are not accepted.  

• Meetings must be free and open to the public, such as, public lectures, panel discussions, film and slide presentations, group discussions, workshops, and other similar functions.  

• Meetings may be presented by organizations or individuals engaged in free educational, cultural, intellectual, governmental, or charitable activities.  

• The meeting room can be reserved as a quiet study area for multiple individuals following the same reservation and use guidelines.

• The meeting room must be left in a clean, orderly condition after use.  

• Users are responsible for any and all damage caused by their use of the room and/or equipment.  

• Attaching items to the walls, temporarily or permanently, is prohibited. 

• Attaching items to the walls, temporarily or permanently, is prohibited. 

• Light refreshments, such as coffee, tea, or water may be served. Alcohol is not allowed to be served. 

• Library staff may monitor all meetings, programs, and events to ensure compliance with library policies.

• Meeting room users and attendees shall follow all general library rules and regulations, including, but not limited to the Library’s Code of Conduct. 

• Children must be supervised at all times. 

• Groups reserving the meeting room are responsible for the set-up / arrangement of tables and chairs. 

• The library does not advocate or endorse the viewpoints of meetings or meeting room users, and users must not imply that an event is endorsed, sponsored, co-sponsored, or approved by the library. 

• All advertisement and publicity for events held in the meeting room must clearly state organizational sponsorship. 

• The library’s address may be publicized only as the location of the event. 

• The library should be notified immediately if cancellation is necessary. 

PROHIBITED USES OF MEETING ROOM:

• Any purpose which may interfere with the regular operation of the library. 

• Non-library sponsored recitals. 

• Use that involves the sale, advertising, solicitation (including the solicitation of donations or gifts) and/or promotion of commercial products or service. 

• Social events, including, but not limited to, showers, birthday parties, or reunions, as well as other personal, company, or family parties.

• Use that requires a fee of any kind, such as entrance or participation fees, with the exception of library fundraising events. 

• Use intended, directly or indirectly, to obtain clients or customers for a for-profit service or company. 

• Fundraising activities, except for those events sponsored by the Person County Public Library, or its support organization the Friends of the Person County Public Library. 

• Soliciting library patrons to join a meeting is not-allowed. 

• Fee-for-service, e.g. tutoring sessions, taking of legal depositions, interviews or other such activities that charge the participants a fee. 

• Use that involves illegal activity and/or activity that may pose a safety risk to persons or property. Any individual or organization not complying with the above rules of use may be denied future use of the meeting room. 

DISCLAIMER 
The library shall not be liable for any loss, damage, or personal injury resulting from the use of the library’s meeting and/or study rooms. The library makes no warranties or representations regarding its meeting and study rooms. In exchange for being permitted to use these rooms the user agrees to indemnify, defend, and hold harmless, Person County, the Person County Public Library, its agents, the Person County Public Library Advisory Board, library employees, and volunteers—from any claims of loss, damages, or injuries arising in any way out of the use of this equipment.