Meeting Room Guidelines
The Shawano City-County Library is a not for profit, tax supported institution with spaces designed primarily for use in library related activities. When the spaces are not needed for programs sponsored by the library, they will be available for use by other groups, subject to the policies and guidelines established by the Library Board.
Application
Applicants for meeting spaces are expected to sign an application form in which the organization represented, or individual applicant, agrees to abide by all regulations of the library regarding use of facilities, and accepts responsibility for any damage caused to the building or its equipment, resulting from the meeting. The person signing the application will be held responsible for leaving the spaces clean and orderly. The library reserves the right to assess a charge against this individual or his/her organization for extra custodial or cleaning services resulting from careless use.
Use of Spaces
The use of the library for meeting is granted to community groups and organizations whose aims are cultural, educational, and/or for the civic betterment. The use of the library for meetings will not be granted for meetings which are politically partisan or religious in nature, or intended to further an individual's goals. The use of the library's meeting spaces will be limited to members and/or organizations in the library service area. Exceptions may be granted if schedules and spaces permit. The Library Board shall reserve the right to refuse scheduled meetings at their option. Groups can not use the fact of the meeting's location at the library as an endorsement of their activity, view, products or services by the library, its staff, it governing board, or the City of County of Shawano.
Responsibility
The library can not and will not be held responsible for loss or damage to exhibits or any type of vandalism to them in the display case or in the meeting spaces or be held responsible for any lost personal property of those attending meetings.
Fees
For Profit groups, a fee of $20.00 will be charged for the first 3 hours and $40.00 thereafter for the use of the Ella Veslak Room, the Elsie Engel Room, or the Theater. This charge helps defray heating, lighting, and cleaning costs.
Refreshments
Light refreshments may be served in connection with a meeting, but in no event shall alcoholic beverages of any nature be served or permitted in any room or in the theater. If your group plans to serve refreshments, there will be a $25.00 deposit required. If the room is left clean, the deposit will be returned. If not, the deposit will be used toward clean-up costs. The room must be left clean including any kitchen equipment used. The user is responsilbe for all table and chair arrangements. The library is a SMOKE FREE building.
Audio-Visual Equipment
Audio-visual equipment is available for use in the building at no charge. All equipment needs must be anticipated by the group and arranged for in advance of the meeting. Library staff members are not obligated to provide overlooked needs.
Reservations
Room reservations may be made by telephone. Some time prior to the scheduled meeting an official representative of the group must apply in person at the library to complete and read the form. This person or someone assigned by him/her is also responsible for turning out the light and securing the doors. Chairs and tables must be returned to their original positions.
Room Capacity
Maximum seating capacity in the Ella Veslak Room is 70 persons. If the divider is used, there should be no more than 30 persons in half of the room. The Theater holds 20 adults comfortably, while the Elsie Engle Room seats 40 people comfortably but no more than 50 maximum.
Scheduling
Rooms must be scheduled during regular library hours only. No meetings will be scheduled unless they conclude 15 minutes before library closing time. All group members must be finished and out of the building by library closing time unless accompanied by a library staff member. If a library staff member is a member of the group that is meeting, the group may stay as long as the staff person specifies. A contact person and phone number must be given in case of cancellations due to inclement weather or other circumstances that would cause a cancellation.
The Library Board reserves the right to deny the use of the room if any of the above guidelines are not followed.
