MEETING ROOMS

Cape Girardeau Public Library

Meeting Room

 Policies and Regulations

              The purpose of this policy is to ensure an orderly, peaceful and efficient use of  the Hirsch Community Rooms and the Penzel Conference Room and their equipment so as to accommodate and provide equal access to as many groups and organizations as is reasonably possible.  The fact that a group is permitted to meet at the public library does not constitute an endorsement of the group’s policies or beliefs.

              The Library Director or a designee authorizes use of the meeting rooms and maintains the schedule.  If a question is raised as to the objectives and activities of any organization or group requesting use of the community room, the Cape Girardeau Library Board of Trustees has the final authority in granting or refusing permission for the use of the Hirsch Community Rooms and Penzel Conference Room.

              The following regulations apply to the use of the meeting rooms and any departure therefrom may be made only by the written authorization of the Library Director:

• Availability
• Library programs and library related programs have priority in the use of the meeting rooms.
• The meeting rooms are available for use by organizations of a civic, cultural, or educational character, but not for social gatherings, money-raising events (except for those benefiting the Library Foundation) or commercial purposes. Commercial programs listed or presented as informational, educational, or instructional must remain so, and presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
• Children or teenage groups, where the majority of them are under the age of 18, may use the above mentioned rooms provided that they are supervised by an adult.  The adult supervisor will be responsible for any damage.
• Meetings which may disturb regular library functions shall not be scheduled.

• Scheduling
• A completed application is required before a meeting may be scheduled.
• Application for permission to use the meeting rooms shall be made at least a week in advance and not longer than one year prior to the scheduled meeting.  For those organizations that use the meeting rooms on a regular monthly basis, the application must be updated annually each January.
• In general, meeting rooms will be reserved only during hours when the staff is regularly on duty, and must be concluded in time to vacate the building at the regularly scheduled closing.  The Hirsch Community Rooms and the Conference room may be scheduled for meetings beyond regular closing hours when permission from the Library Director and a $20 fee per hour or any part of an hour is received one week in advance.  Permission will be noted on booking calendar.
• Recurring reservations will be accepted for no more than 12 months at a time.  It is the responsibility of the organization to check on advance registrations.
• Generally, no group or organization may use the meeting rooms more than once a month.  Exceptions may be granted for workshops or educational classes or other reasons with Library Director approval. 
• In the event of a Library building emergency or inclement weather, meetings may be cancelled by Library staff.  Every effort will be made to notify the party responsible for the booking; however, it is the person’s responsibility to check with the Library to confirm the Library’s closing.

• Use of Kitchen Facilities
• Organizations may use kitchen facilities to prepare light refreshments or light luncheons.
• Alcoholic beverages and those with red dye are not permitted.
• Organizations are required to leave the meeting rooms clean and orderly.  Organizations will be charged a minimum cleaning fee of $100 for any carpet stains that will require professional cleaning.  Any stain-causing spills must be reported to the Administrative Assistant immediately.
• Consumable items such as coffee, cups and sugar are not provided by the Library.
• For catered meals, the group scheduling the rooms is responsible for arranging for delivery and pickup of leftover food and equipment at the end of the meeting.
• Failure to comply with any of these regulations will result in loss of privileges to use Library meeting rooms.

• Responsibility for Equipment and Facility
• Organizations are responsible for setting up and taking down tables and chairs for their own meetings. Failure to return furnishings to their designated storage will result in loss of privileges to use Library meeting rooms.
• No signs, displays or exhibits may be attached to the wall in any manner without written permission from the Library Director or designee.
• By applying for use of the meeting rooms, an organization agrees to accept responsibility for the repair or replacement of damaged or missing equipment or the building interior, and the individual making the application agrees to be held personally liable for the same.
• No materials, equipment or furniture belonging to groups or organizations may be stored on the library premises.  The library will not assume responsibility for any items left on the premises.
• Organizations that plan to work on potentially messy craft projects must lay tarps down on the designated work area.
• Organizations are responsible for thoroughly cleaning library tables and chairs if they have served food or worked on craft projects. Failure to do so will result in loss of privileges to use Library meeting rooms.

• General Regulations
• Neither the name nor address of the Cape Girardeau Public Library may be used as the official address or headquarters of an organization, other than the Friends of the Cape Girardeau Public Library Foundation.
• Admission fees or collections are prohibited.  The only exceptions are in the case of paid registration which is necessary to cover expenses for formal workshops or institutes or a fee to cover actual cost of a library sponsored program.
• The Library Director or designee is authorized to terminate the meeting of any group that becomes disorderly or objectionable and to deny subsequent use of the meeting rooms to groups that violate policies and regulations.
• Library staff are not available to accept or relay messages and/or to page meeting room attendees except in an emergency situation.

Approved by Library Board of Trustees -           April 27, 2000

Amended and approved by Library Board of Trustees – September 25, 2008

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Application for use of

Meeting Rooms

Date:     _________________

Name of Group or Organization:___________________________________________

Name of contact:_________________________________________________________

              Address: _______________________________________________________

              Daytime Phone: _____________________ Email: ____________________

We are applying for use of the following checked meeting room(s).  We have read the Policies and Regulations and agree to comply with them and understand that failure to comply with them could result in revocation of privileges to use the meeting rooms.

____Penzel Conference Room             ____O.C. Hirsch Room      ___G. F. Hirsch Room

Date(s) and hour of meeting(s):_____________________________________________

Probable length: _____________________________  Probable attendance: ________

Nature of meeting: _______________________________________________________

Purpose and function of organization: _______________________________________

Technology Needs:  _____ DVD Player ____PowerPoint Presentation Capability

(Projector, projection screen & DVD player available in each room - Please bring your own

laptop for PP presentations and allow extra time for set up and testing prior to your event.)

Refreshments to be served?   ____yes    ____no

Workshop cost (if applicable) _____________________________

Signature of Applicant : __________________________________________________

    Return completed form to:

Cape Girardeau Public Library

711 N Clark

Cape Girardeau, MO  63701

Attn:  Linda Bailiff

Ph: 573-334-5279, ext 112

Fax:  573-334-8334

Email:  LBailiff@capelibrary.org          

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Cape Girardeau Public Library

Meeting Rooms

• Penzel Conference Room

Accommodates up to 16 people

Furniture:            1 large conference table (not moveable)

                         16 chairs

Equipment:          Ceiling projector and built-in screen

                           Data and electric connections in the table

                           Coffeepot

                           Kitchen access 24 feet down the hall

Kitchen facility has full-size refrigerator, stove,

microwave and sink.

• Oscar Christian Hirsch Community Room

Accommodates up to 100 people

Furniture:        25           5’x2’ tables

100          chairs

Equipment:          Ceiling projector and built-in screen

                           Data and electric connections

                           Coffeepot

                           Kitchen access

Kitchen facility has full-size refrigerator, stove,

microwave and sink.

• Geraldine Fitzgerald Hirsch Community Room             

Accommodates up to 100 people

Furniture:        25         5’x2’ tables

100        chairs

Equipment:          Ceiling projector and built-in screen

                           Data and electric connections

                           Coffeepot

                           Kitchen access

Kitchen facility has full-size refrigerator, stove,

microwave and sink.

• Both Geraldine and Oscar Community Rooms Combined

  (The folding divider wall is open.)

Accommodates up to 200 people

Furniture:         50      5’x2’ tables

200      chairs

Equipment:         2   Ceiling projectors – one oriented to North wall and one to the West

                         2   Drop down screens – one on North wall and one on the West

                                 Coffeepot

Kitchen access

Kitchen facility has full-size refrigerator, stove,

microwave and sink.