Fort Scott Public Library has an events room available for public use. The library welcomes the scheduling of this room for non-commercial purposes. Businesses may reserve the room for internal employee training or for programs offered as a service to the public at large.
Library programs, meetings, and events hold priority. The library reserves the right to cancel non-library meetings, if the room is needed for library activities. Events and programs sponsored by the library are exempt from the provisions of this policy.
When the events room is not in use for scheduled events, individuals are welcome to use it, as long as they follow library policy.
The number of persons in the room may not exceed 49.
The events room may not be used for any unlawful purposes.
Use of the events room does not constitute library endorsement of the viewpoints expressed by participants in the programs.
No admission fee, registration fee, donation, or monetary solicitation of any sort may be sought from attendees. Fees may be charged only to cover the actual expense of materials/supplies used during a program. No products or services may be advertised, solicited or sold.
Literature may only be distributed to people attending the event and may not be distributed to other patrons of the library.
No group or organization using the events room will discriminate on the basis of race, color, national origin, gender, religion, age, sexual orientation, or handicapped status.
Programs must not interfere with regular library operations or cause a disturbance in the library.
Persons attending events who bring children requiring supervision should not leave such children unsupervised.
Library staff must have free access to the room at all times. The library retains the right to monitor all programs conducted on the premises to ensure compliance with these regulations.
No display, banners, charts, decorations, etc. may be attached to the walls or ceilings. No tacks, nails, or tape are to be placed on doors, walls, windows, or furniture.
The use of tobacco products, including electronic smoking devices, and alcohol is prohibited. No smoking is allowed anywhere in the building, including in the restrooms or up to 10 feet from the entrance of building.
Food and drink, excluding alcoholic beverages, are allowed with permission. Groups are expected to provide their own refreshments, plates, and utensils. No cooking may be done on the premises, and no flames are allowed. Food already prepared in slow cookers or roasters is allowed. The sink may be used for rinsing out coffee pots, pitchers, etc., but dishwashing should not be done.
Use of paints, foods, and other materials that have the potential to stain or damage library furniture must be approved by library staff. Groups are expected to provide their own tablecloths or other protective supplies.
The events room may be reserved in person, over the telephone, through e-mail, or by other means of communication. The reservation will expire unless the deposit is paid within one week.
A security and cleaning deposit of $20.00 is required. Following the event, the deposit will be returned if the room is left in satisfactory condition. If not, the cost of cleaning or set-up will be deducted from the deposit.
Library staff should be notified as soon as possible if the group must cancel a reservation. Excessive cancellations may result in denial of future use of the room.
Reservations may be made up to 90 days in advance.
Groups are limited to scheduling 3 events at a time.
Events room users must place the name and phone number of a contact person on file with the library when the reservation is made.
Reservations are not final until library staff confirm the reservation with the contact person in writing.
No display, banner or advertisements will use the library telephone number as a contact point, nor identify the library as a sponsor. Library staff will not take phone calls or messages for persons using the room, except in the case of an emergency.
Neither name nor address of the library may be used as the official address or headquarters of the group or organization.
The library opens at 9:00 a.m. Groups or persons may not enter the building until 9:00 a.m. All events must be held during the library’s regular business hours and are contingent on the library being open. Library staff will notify the contact person if the library closes due to adverse weather or other unexpected events.
All programs, including clean up, must end at least 15 minutes before closing.
An adult (21 years or older) must be in attendance when minors are present.
Those using the space are responsible for setting it up and returning it to the designated configuration before leaving the building. They are responsible for clean-up, trash removal and any damages incurred. Sweeping is not necessary unless there are spills or out-of-the-ordinary debris. Cleaning supplies will be provided.
The library is not liable for injuries to individuals or for damages to or the loss of personal or organizational property of groups using the events room.
Users of the events room must abide by all other library policies.
Infringement of any of the regulations stated in this, or any other, library policy will be grounds for denial of future use of the room.
Programs in progress that are observed to be in violation of this policy will be terminated immediately.
The Library Director is authorized to deny further use of the events room to groups who are disorderly or who disregard library regulations.
Requests for exemptions to this policy must be made in writing to the Library Board of Trustees.
If a question is raised as to the goals and activities of any group using the events room, the Library Board of Trustees shall be the final authority in granting or refusing permission for the use of the room.
Approved March 9, 2017; rev April 11, 2017