Procedures and Policies for Meeting Room Use
The Library has two rent-free rooms available for meetings by not-for-profit organizations. The auditorium seats 172 and the conference room seats 18. In accordance with the Library Bill of Rights, the library will make the rooms available on an equitable basis, regardless of the beliefs or affiliations of groups and individuals requesting their use. Permission to use the library facilities for an event does not constitute endorsement by the library of that event or the beliefs, viewpoints, policies, or affiliation of its sponsors.
Reservations
Meeting rooms and equipment may be reserved for use during library hours up to 60 days in advance.
Library activities receive first priority for use of library facilities and equipment.
Requests for use must be submitted on an application form at least one week in advance and signed by an adult (18 years or older) who assumes responsibility for arrangements. Forms may be picked up at the Circulation Desk They may be requested and returned in person, by mail or by fax. Confirmation of a room is not made until the application is approved and the responsible adult notified.
Adult supervision and responsibility are required for events involving or serving children. Groups may not use the rooms as a regular or frequent meeting place.
The Library does not furnish staff to arrange the rooms. This must be done by the users. Meetings held in the library must begin and end during library hours. This includes the time needed for setting up, taking down and cleaning up the rooms.
Cancellations
Please notify the library as soon as possible if your event is cancelled.
Furnishings and Equipment
The library recommends that anyone considering using its meeting rooms, furnishings and equipment, come and review the facilities before committing their organization. Users are required to do their own arranging of furniture and equipment within their scheduled time. They must know where furniture is stored and how to use the equipment. Users are responsible for damage to library property. The library has available folding tables, stacking chairs, a podium, PA system, overhead and slide projectors, VCR, TV and flip boards.
The representative of the organization in charge of the meeting is responsible for turning off all equipment, putting the rooms in order and cleaning up at the end of the program. Any problems with equipment or furnishings should be reported to the Circulation Desk.
It is strongly recommended that all programs end at least 15 minutes before the library closes so there will be time for cleaning up and arranging the room.
Sales Prohibited
Sale of tangible property by any non-library sponsored group using the auditorium is strictly prohibited, as is any activity such as swapping, bartering, auctioning, etc.
Refreshments
Light refreshments are permitted in the meeting rooms but on-site cooking or serving full meals is prohibited. All plates, cups, eating utensils, etc., must be furnished by the user. The kitchen and meeting rooms must be clean and orderly before the user leaves. Any spills or problems must be reported to the Circulation Desk by the person responsible for the room.
Charges
The organization will be charged for any damage to library property beyond usual wear and tear, for any special cleaning required; and for overtime of all library staff regularly scheduled to work if they are kept on duty beyond normal library hours.
Attendance
The Library would appreciate it if the person in charge of the program would tell the staff at the Circulation Desk the number of attendees at their function. Statistics are kept on the use of the rooms. Any other comments regarding the rooms may also be made to the Circulation staff and they will be reported to the Librarian.
FURTHER USE OF THE LIBRARY AUDITORIUM MAY BE DENIED TO GROUPS OR INDIVIDUALS WHO VIOLATE THESE REGULATIONS OR OTHER APPLICABLE LIBRARY RULES.
Approved November 2002; amended November 2010.
List of other Public Meeting Rooms in New Bern.
URL for this page is http://newbern.cpclib.org/nbccpl/meeting.htm
Updated: February 17, 2012.