Meeting Room Policy

We subscribe to tenets of the Library Bill of Rights, which states in part, “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”

Exceptions to any items below may or may not be granted at the discretion of the Library Director.

GENERAL

  • Applicants must review Meeting Room Policy before booking.
  • Meeting rooms are available for use by local organizations.
  • Meetings shall be open to all members of the public. Private meetings may be booked at the discretion of the Library director. Private parties may not be scheduled.
  • In general, products and/or services may not be promoted, solicited, or offered for sale to either the staff or public in the Library. Exceptions to this rule, at the discretion of the Library Director, would be materials or memberships directly related to Library-sponsored or -oriented groups, or that further the goals of the Library.
  • Admission fees shall not be charged by the group using the room. Exceptions may be granted by the Library Director for educational courses held in cooperation with the Library, that require tuition or registration or payment of fees for courses offered by established educational institutions. Membership dues may be collected, provided no one is excluded from attending if they are not a member.
  • Library use of meeting rooms is first priority. The Library reserves the right to deny or cancel a reservation if the room is needed for that purpose. Whenever possible, a 24-hour notice will be given. This right will not be exercised except in urgent situations.

APPLICATION PROCESS

  • Application for use of meeting rooms can be made online or in person and approved by the Library Director and/or Administrative Coordinator. Application must be filled out completely.
  • No walk-in room use requests will be accepted.
  • Application fee(s), if any, must be paid by date of the reservation.
    • Non-profit groups – no usage charge
    • For-profit groups (individuals or companies) – $30 for first 2 hours and $20  per
      hour thereafter.
  • Reservations are preferred at least 2 weeks in advance but accommodations may be made no less than 24 hours in advance based on availability.
  • Cancellation of room reservation must be done 48 hours in advance of the meeting date, for return of rental fee(s), unless cancellation is demanded by weather.
  • In order to make the Oconomowoc Public Library meeting rooms as accessible to as many people as possible, recurring reservations will be accepted for only three (3) months in succession. Following that
    three-month cycle, a group representative must contact the Library by email or phone to renew the reservation. The renewal will not be considered scheduled until confirmation is sent.
  • Meeting rooms are not available on holidays and days the Library is closed.
  • Meeting rooms may not be scheduled more than six (6) months in advance.
  • Confirmation of room reservation will be made by email within 72 hours of application receipt.
    The room will not be considered scheduled until confirmation is sent.
  • All meetings must start during hours the Library is staffed. All meetings must end by 12 midnight.
  • Early morning (prior to 8:00 a.m.) meetings can be arranged. Check with Library Director or Administrative Coordinator for details.

ROOM USE

  • The set-up and breakdown of the meeting room is the responsibility of the group using the room.
    Please see Equipment Use Section.
  • GROUPS MUST NOT BLOCK EMERGENCY EXIT OR USE THE EMERGENCY EXIT FOR GENERAL EXIT. Should the alarm be set off for a non-emergency, the group will be charged a fee to offset the cost of the police and/or fire department responding to the alarm.
  • In case of emergency during room use, call 911 and then contact the Library Director at 262-569-2194 ext. 207.
  • Programs may not disrupt the use of the Library by others. Any group that is disorderly may be
    excluded from future meeting room use. Any group abusing regulations may be refused the use of facilities in the future.
  • Children’s groups may use the meeting room, provided they are supervised by adult sponsors, at the suggested ratio of at least one adult for each ten children in attendance.
  • All children under age eight must be accompanied by a parent or designated responsible person and be in sight of that person while in the Library. Children attending a program require a parent/responsible person to remain in the Library throughout the program. Library staff is not expected to assume responsibility for the care of unsupervised children in the Library.
  • A piano is available for use in the meeting room. Children must be supervised at all times when using
    the piano.
  • Meetings may not be scheduled in locations other than the meeting rooms without prior permission from the Library Director.
  • Light snacks and non-alcoholic beverages may be served. Full meals and dinners may not be served.
    The Library discourages serving refreshments that contain common allergens such as peanuts and tree nuts. Alcoholic beverages may not be served. The Library Director may allow an exception for wine or champagne receptions. If the exception is granted, it is up to the applying groups to conform to all City alcoholic beverages permit requirements. This process will take a minimum of 30 days. Please consult with City Clerk for permit requirements.
  • The Library is not responsible for equipment or material owned by a group and used in the Library.
    Such equipment may not be stored in the Library.
  • No organization may list the address of the Oconomowoc Public Library as its official address.
    Any advertisements or news releases that use the Library’s name must clearly identify the sponsor of the meeting or program.
  • Library staff will not act as intermediaries in any communication between groups renting the rooms and attendees except in an emergency.
  • For and in consideration of the use of the meeting room and Library facilities, any person or group using same hereby agrees to hold the Oconomowoc Public Library harmless from any and all actions and suits relating to its use of such rooms and facilities. Further, such person or group agrees to reimburse the Library for any and all costs for repair of any and all damage as may be caused directly or indirectly to the room and/or facility by such use thereof.

CHECK-IN/CHECK-OUT

  • A group representative must check in at the Checkout Desk to be given access to the meeting room.
  • Due to tight room schedules, each organization is expected to vacate the room at the appointed time, and to put the room back in the condition they found it. User organizations are responsible for any damages to the facility.
  • Should the Library still be open upon completion of a meeting, it is the responsibility of the group using the room to inform the Checkout Desk staff that the meeting is over. A group member must stay in the meeting room until a Library staff member comes to lock the room.

EQUIPMENT USE

  • Equipment available for group use is listed on the Meeting Room Application. All other equipment in the meeting rooms must remain unmoved and may not be used.
  • The set-up, breakdown, and cleanup of the meeting room is the responsibility of the group using
    the room.
  • Tables and chairs are available for group use. Tables and chairs must be clean and stacked according to the diagram posted on the south wall of the room.
  • Whiteboards must be erased after use.
  • Projector must be powered off and screen retracted after use.
  • Microphone must be powered off and returned to Library staff after use.
  • To use the Library’s audiovisual equipment, groups must schedule a training session prior to the meeting date. Library staff is not always available to troubleshoot equipment problems.
  • Users are responsible for providing a computer and any specialized cables that might be required to connect to the projector. The Library provides some types of cables for connecting to the projector, but not every kind of cable a group may require. Device settings and connections should not be changed by groups using the equipment.
  • Groups using Library equipment will be held responsible for damage.

The Library Director is authorized to deny permission to any group that is disorderly or that has violated any of the above regulations.

Appeals or comments can be made to the Library Board in writing.  Address such communication to:

Oconomowoc Public Library Board
200 W. South St.
Oconomowoc, WI 53066

Adopted 3/12/1987
Reconfirmed 5/11/2000
Reconfirmed 5/12/2005
Revised 6/11/2009
Revised 1/9/2014
Revised 5/14/2015
Revised 2/9/2017
Revised 9/14/2017
Revised 3/12/2020

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