PROGRAM ROOM POLICY

  The primary purpose of the Sand Lake Town Library Program Room is to provide space for library and library-related activities.  The needs of the Library and the Friends of the Library will take precedence.  Community groups and sponsors of educational and cultural events are welcome to use the Program Room subject to availability and adherence to the regulations below. 

Download a program room reservation form.

Regulations for Use of Program Room

1. All meetings must be free and open to the public.  In instances approved by the Library Director, a non-profit group may charge a fee to offset the cost of materials for participants.

2. The Program Room is not available for commercial or for-profit entities, advertising, or fundraising purposes.  Information for the public presented by commercial groups must be educational in nature and may not refer to the services provided by that particular institution.  All literature to be distributed is subject to library approval.  The Program Room may not be used for private or family parties.

3. Applications for use of the Program Room may be made up to three months in advance, and the Library Director or a designee must approve all applications.  The Library reserves the right to cancel or reschedule any scheduled use in an emergency.

4. The Program Room is available during normal Library operating hours and use is provided free of charge.  Meetings should be adjourned fifteen minutes before the Library’s scheduled closing. 

5. Groups are responsible for arranging the chairs, tables, and other equipment to meet their own needs. Following their use, groups must return the room to its original state.  Groups may be charged $25 per hour if extra cleaning is necessary.

6. Audiovisual equipment is available for use. The library cannot provide operators for the equipment; groups are responsible for damage to library equipment.

7. The library may not be named as a contact point for information about or registration of the event.  Neither the library nor the address of the library may be used as the official address or headquarters of an organization. 

8. The signer of the Program Room use application, who must be an adult 18 years or older, is responsible for the orderly conduct of the group, and in the event of any damage to library property, will be held liable.  Young children accompanying adult users of the Program Room shall not be left unattended in the Library.  All programs involving up to 20 minors must have at least two adult supervisors.  These supervisors must be acceptable to the Library Director or designee, and shall be held personally responsible for the conduct of the program and its participants.

9. No smoking or alcoholic beverages will be permitted.  Food and drink must remain in the Program Room.  Groups serving refreshments are responsible for providing all serving utensils and for cleaning up following their meeting. The capacity limit of the room as determined by the fire code must be observed.

10. The Library Board of Trustees and the Library staff do not assume any liability for groups or for individuals attending any meeting or program in the Library.  Use of the Program Room does not necessarily mean endorsement by the Sand Lake Town Library.

11. The Library reserves the right to deny meeting room space to any organizations for failure to abide by these guidelines, or for being disorderly or disruptive while using Library facilities.