Public Space Regulations & Use Agreement

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Public Space Regulations & Use Agreement

Adopted Date:  05/04  / Revised Date(s):  07/04, 05/14


Reserving Space
  1. Study room use
    1. Walk-ins or reservations accepted
    2. Reservations are made online by the customer or staff
    3. May use space for up to 2 hours per day
    4. May reserve one use up to 7 days in advance
    5. Reservation is canceled if customer does not show up after 20 minutes
  2. Meeting room use
    1. Requests to reserve space are made online by the customer or staff
    2. Space may be reserved up to 3 months at a time and the contract may not be renewed until that time is over.
    3. Processing a reservation request that is less than 5 days in advance:
      1. Staff at the location of the requested space (onsite staff) will determine whether MLS can accommodate.  For requests that are a good fit, staff will enter the request and provide any paperwork to the customer.
      2. All applicable fees and the complete Use Agreement must be received prior to access to space or reservation is cancelled.
      3. Upon receipt of the complete Use Agreement and payment, the onsite staff will update the status of the reservation to definite.
    4. Processing a reservation request that is more than 5 days in advance:
      1. A reservation request will be answered within 2 working days from request and any paperwork required will be supplied by MLS at that time.
      2. All applicable fees and the completed Use Agreement must be received by the library within 5 days of the approved reservation to avoid cancellation.
      3. Upon receipt of the completed Use Agreement and payment, designated MLS staff will update the status of the reservation to definite. Note: Credit card payments are processed 48 hours prior to the scheduled event.
      4. Requests to rent space outside of the working hours must be requested at least 3 months in advance of the event and must be approved by the Executive Director.


Use of Space
  1. Cancellation of a reservation must be made at least 48 hours in advance of the scheduled event to receive a full refund.  Exceptions include unexpected hazardous weather or other emergencies.
  2. Authorization for the use of Library public spaces includes only the time and space reserved. Renters will not have access to the space until their assigned time. 
  3. All activities must remain inside the assigned, rented space.
  4. It is the responsibility of the designated onsite contact for the group to serve as the authorized representative of the group and to remain on the premises throughout the reserved time to ensure the safety and security of the attendees and the library facility, as well as ensuring that the attendees observe the local, state and federal laws and the Library’s Rules of Conduct.
  5. Groups and individuals requesting to rent public space are responsible for the publicity, if desired. Directional signs are subject to approval by MLS and may only be posted by library staff.  Unauthorized signs will be removed.  Handouts may be distributed inside the rented space only.
  6. Neither the library name nor the address may be used as a mailing address for organizations, groups or individuals using library public space.
  7. Décor must be approved by MLS and must be removed immediately following the rented space agreement.  Equipment, supplies or décor may not be stored in the library for subsequent use. If left unclaimed for five (5) days after the end of the rental agreement, such property may be sold by the library at a public sale or otherwise disposed of without notice to the customer or liability to the library.
  8. Candles or other open flames are not permitted.
  9. Groups may cater food and beverage into the rented space. 
    1. Caterers must comply with rules and regulations of the signed Use Agreement plus the following:
      1. Caterer must provide proof of all necessary permits and licenses for event service
      2. Catering staff will arrive and exit only through locations designated by the library.
      3. Parking for catering vehicles must be arranged with a designated library staff member.
      4. Use of loading docks and service elevators must be prearranged with a designated library staff member.
      5. All spaces used by the caterer must be cleaned and tables wiped clean. The proper disposal of trash is expected. Nothing (including ice and water) can be poured into the drinking fountains, landscaping, fountain, or grass areas. All food and beverages must be removed from the premises and trash properly disposed of immediately following the time for which the space was rented.
  10. Designated library staff will conduct a walk-through after each event to verify that facilities are left in proper order.
  11. User agrees to restore the area to a reasonable degree of order (e.g. all waste material in appropriate receptacles).  Failure to restore facility or meeting room to this condition may result in additional charges for required cleaning and result in revocation of authorization for future use.
  12. If the customer is required to pay for damages, the Library will assess the reasonable cost of repairs and will notify the customer of the damage assessment.  The customer will reimburse the Library for damages by paying the assessed amount within thirty (30) days of receiving notice of the damage assessment.  The Library will deny use of the meeting rooms until the customer pays the assessed amount.



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