Meeting & Conference Room Use Guidelines

Users agree to abide by the Code of ConductMeeting Room Policy, and Meeting & Conference Room Use Guidelines.

Room Use

    • Check in at the Circulation Desk.
    • Let staff know immediately if the room is not in order per the guidelines listed below; otherwise, the assumption will be that your group is responsible.
  • The set-up, breakdown, and clean-up of the meeting room are the responsibility of the group using the room.
    • See the Equipment Use Section below.
  • GROUPS MUST NOT BLOCK EMERGENCY EXIT OR USE THE EMERGENCY EXIT FOR GENERAL EXIT.
    • Should the alarm be set off by a member of your group using the west exit for a non-emergency, you/your group will be charged a fee to offset the cost of the Oconomowoc Police and/or Fire Department responding to the alarm.
  • Programs may not disrupt the use of the Library by others.
    • Any group that is disorderly may be excluded from future reservations for 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 every ten children in attendance.
  • All children under age 8 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.
  • Light snacks and non-alcoholic beverages may be served. 
    • Full meals and dinners may not be served.
  • The Library is not responsible for equipment or items owned by a community group.
    • Such equipment may not be stored in the library.
  • Library staff will not act as intermediaries in any communication between groups renting the rooms and attendees except in an emergency.
  • Any issues with the room, including spills or damaged equipment, should be reported to Library staff at checkout or the following day if the Library has closed.
  • If damage or misuse of the room or equipment occurs or the room is not in order after use, room privileges may be revoked.

Equipment Use

  • Tables and chairs:
    • Can be configured for group needs.
    • Must be cleaned and stacked after use.
  • Digital projector with screen:
    • Individuals using the projector must know how to use the equipment and will be required to make an appointment with the Administrative Assistant prior to the day of use.
    • AV users are responsible for providing a computer or device and any connection cables needed for projector use
    • Library staff will not be responsible for troubleshooting the equipment during meeting use.
    • AV settings must not be adjusted by users. 
    • The projector must be turned off after use and the screen retracted.
  • Microphone:
    • Individuals using the microphone must know how to use the equipment and will be required to make an appointment with the Administrative Coordinator prior to the day of use for training.
    • The microphone must be powered off and returned to Library staff after use unless other arrangements have been made with the Administrative Coordinator.
  • Whiteboard & Pens:
    • Whiteboard must be erased after use.
  • Piano:
    • Children must be supervised at all times when using the piano.
  • Lectern:
    • Must be returned to the back of the room per the layout posted in the room.

All other furniture and equipment in the meeting rooms must remain unmoved and may not be used.