South Kingstown Public Library/Peace Dale Conference Room Procedures

 

1. The Conference Room, located on the main floor off the Adult Reading Room, is available only during regular library hours. It is not available when the library is closed.

 

2. The Conference Room has a maximun seating capacity of eight.

 

3. Any individual or non-profit group (hereafter referred to as the user) wishing to use the Conference Room must complete an application form and return or fax it to the Library at least one week prior to the scheduled date. Exceptions for less than one week's notice may be made at the discretion of the Meeting Room Coordinator.

 

4. After reviewing the application, the Meeting Room Coordinator will notify the applicant as to the availability of the room. The Conference Room may not be used without prior approval.

 

5. If for any reason the user needs to cancel a meeting, the Meeting Room Coordinator is to be notified as soon as possible.

 

6. Smoking is not allowed in the building at any time.

 

7. Room capacity, as determined by the Fire Marshal, will be observed at all times.

 

8. The user of the Conference Room is responsible for returning the room to its original condition, if any changes are made during the meeting. This includes the discarding of all cups, cans and food, etc. Alcoholic beverages are prohibited.

 

9. Open flames, flame devices, candles or theatrical smoke are not permitted.

 

10. The user is responsible for paying for any breakage or damage to library property that may occur while using the room.

 

11. The user is responsible for turnng off the lights and closing the window, if applicable, when the meeting is over.

 

The Board of Trustees through its designated agent, the Library Director, reserves the right to withdraw Conference Room privileges from a user not conforming to its policies and procedures. The Board may also refuse the use of the room by a user if its use would linterfere with normal library operations.