Fuller Public Library
Meeting Room Agreement
The meeting rooms at the Fuller Public Library are available for use by library card-holders, Hillsborough organizations, and businesses on a first-come, first-served basis, provided a fee arrangement is agreed to and approved by the Library’s Board of Trustees. Priority in scheduling will be given to library and Project LIFT sponsored programs.
Please fill in the following information:
Organization/Business name____________________________________________________
Date filling out form_____________ Individual contact name _________________________
Phone number __________________ E-mail _______________________________________
Business web site _____________________________________________________________
The following is a checklist of items that the signed of this form must initial, indicating understanding of the item and compliance with the policy. Please initial ALL items – your reservation may be cancelled without notice if this form is not completed in entirety.
ROOM AVAILABILTY
_____ Meeting rooms are available for use during library hours or operation: Mon 12pm-5pm; Tues & Thurs 9am-8pm; Fri 12pm-5pm; and Sat 9am-1pm. All rooms must be vacated 15 minutes before library closing times. If your meeting needs to take place outside of the operating hours, prior approval from the Board of Trustees is required one month in advance and a $20 per hour fee will be charged for a staff member or approved library volunteer to be present.
_____ All scheduling must be done at least one week in advance. Availability of the meeting rooms is on a first-come, first-served basis.
_____ Tutoring and therapy sessions: a private room can be reserved, if space is available. Tutors or therapists being paid for their services may use the room for a fee of $5 per hour, payable at the time the reservation is made. A reservation can be made for one – 2 hour session in one day, for 4 or fewer people.
_____ For-profit fees will apply for individuals or businesses that will promote or sell goods or services for monetary gain. A fee of $5 per person or a minimum of $35 per hour must be paid in advance at the time the reservation is made. At the discretion of the Library Board of Trustees, fees may be adjusted. To request an adjustment, you must submit a written request to the Library Director at least one week before the monthly Trustee meeting prior to your event.
_____ A fee of $30 will be invoiced to the person or organization making the reservation if a check is returned for insufficient funds, and that individual or organization will not be allowed to reserve any facilities until all fees are paid in full.
_____ I understand that the room capacity is 50 people, per Hillsboro Fire Department.
CANCELLATION
_____ A refund request for dates paid must be made 2 weeks in advance of the reservation date in writing to the Library Director.
_____ Cancellations without a refund must be made 24 hours in advance of the reservation date to the Library Director.
TECHNOLOGY
____ Wireless access is available in all meeting rooms. However, this is a public WiFi connection, and therefore is not secure. Users are advised to not access or to transmit confidential information (banks, credit card companies, etc.) or to send personal identifying information over this connection.
_____ Requests to use the Library’s LCD projector, netbook, and projector screen must be made at the time of room reservation or in writing at least 24 hours in advance of the meeting start time.
_____ If the person requesting the meeting space needs to have staff assistance to learn how to use the projection equipment such a request needs to be made at least 48 hours prior to the reserved date.
HOUSEKEEPING
_____ The use of nails, staples, tacks, glues, tape or other fasteners which cause damage are specifically prohibited. If upon inspection after an event, damage is found, the person signing this agreement will be held responsible for the cost of repairs.
_____ It is the responsibility of the group using the space to set up needed tables and chairs, and following their meeting, to restore the room to its original condition in terms of cleanliness and arrangement of furniture.
_____ Tables and chairs must be carried, not dragged, across the floor. Wipes, paper towels, and a carpet sweeper will be available so that tables and chairs and the floor can be cleaned.
_____ If food and drink will be provided a $50 housekeeping cash or check deposit is required from the signer of this agreement two weeks prior to the event/meeting. This deposit check/money order will be returned if the meeting room is clean and trash has been removed. The signer of this agreement will be contacted to pick up their deposit.
_____ The Library enforces a “Carry-in, Carry-out” trash policy. Trash and recyclables created during room use must be removed from the premises. Plastic garbage bags are available for group use.
_____ Smoking or other fire hazardous materials such as candles, matches, or incense are not permitted on the premises.
_____The Library’s Patron Code of Conduct policy will apply to everyone attending the meeting/event.
PARKING
_____ The person who submits the meeting room reservation is responsible for verifying with all attendees, prior to the meeting start, the following: parking is permitted in the municipal lot across from the Library and in spots on the side streets. After 5pm: behind the Library and behind Knapton & Reade and Woods Insurance.
ALCOHOLIC BEVERAGES
_____ Alcohol is not allowed inside the Library or on its porches or grounds.
PROMOTION OF YOUR EVENT/MEETING
_____ Groups are prohibited from making statements in their advertising or meeting announcements that suggest library sponsorship or endorsement. Inquiries from the public concerning specific programs will be referred to the sponsoring organization. Publicity may not state or infer that the library is a sponsor or co-sponsor of a meeting, that the library endorses the group’s policies or beliefs, and may not include the library’s logo.
LIABILITY
_____ Users of Library spaces for a public event or function other than a simple meeting are required to obtain commercial insurance coverage either through their own local insurance carrier or using TULIP (Tenant Uses Liability Insurance Program) through Primex. The user must name the Library as an additional insured, and provide a copy of the insurance certificate to the Library Director at least one week prior to the event date.
_____ All individuals, groups, or organizations holding a meeting or event or function in the Library hereby fully releases and discharges the Fuller Public Library, its Trustees and staff, the Town of Hillsborough, its officers, agents, and employees from any and all claims from injuries, including death, damages, or loss, which may arise or which may be alleged to have arisen out of, or in connection with, the meeting, event, or function; they further herby agree to indemnify and hold harmless and defend the Fuller Public Library, its Trustees and staff, the Town of Hillsborough, its officers, agents, and employees from any and all claims resulting from injuries, including death, damages, and losses, including but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with, the meeting.
_____ Adequate adult supervision of minors is required at all times.
_____ Any provisions of this agreement may be waived by the Board of Trustees. Please contact the Trustees by submitting your request through the Library Director at least one week before the monthly Trustee meeting.
Failure to comply with the Library’s Meeting Room Use Agreement may result in the cancellation of, or refusal of, future reservations. A signed copy of this agreement must be on file with the Library prior to the meeting date.
I, ____________________________________, agree to the above stipulations.
(print name)
______________________________________
Signature
Further questions about this agreement should be directed to Library Director, at (603)464-3595 or director@fullerlibrary.info.
Adopted February 5, 2020.