Meeting Room Policy

DeForest Area Public Library 

I. Permissible Uses

The DeForest Area Public Library’s policy permits nonprofit (501C3, 501C7) community organizations within the library service area to use the meeting rooms free of charge if the meeting is open to the public without charge and is advertised as such. Examples of permissible organizations include cultural, literary, and artistic groups: school, service and social improvement groups; and governmental meetings. Groups not meeting these criteria will be charged a $50 per three (3) hour use fee. Rooms may only be used in three (3) hour blocks. The use fee must be paid when booking the room and is non-refundable. Additional charges for re-setting the room, for any additional cleaning that may be required, or for repairs will be charged on a cost recovery basis. Failure to pay these charges will result in being barred from further use of the rooms.

Organizations meeting the above criteria may reserve one of the following meeting rooms: The Community Board Room, and Conference Room C or D in the basement. No other spaces are available for use.

Village of DeForest Board meetings will have first priority in use of the Community Board Room. Library programming will have first priority in room use except for the previously stated exemption. In the case of an emergency, or if the meeting room is needed for a library or village sponsored program, the library reserves the right to reschedule an organization. The decision to reschedule will be made by the Library Director.

Until the Covid-19 Pandemic is declared over and while Public Health Madison Dane County is still issuing Emergency Orders, those wishing to use the library meeting rooms must follow all guidelines contained in the current Emergency Order including wearing masks, social distancing, and any other requirements. Those using the meeting rooms must sanitize table tops and other touch points in the room.

II. Exclusions

A) Purely commercial use of the meeting room is not allowed.

B) Groups which have the sale of products or services as their primary purpose are excluded.

C) Gatherings that are of a purely social nature are not allowed.

D) No admission fee, registration fee, donation, or monetary solicitation may be sought from meeting attendees nor can any fundraising be done, unless the Friends of the DeForest Area Public Library co-sponsors the program.

III. Reservations

A) Reservations must be made at least 48 hours in advance. A tentative booking may be made by telephone; however, a booking is not official until a signed reservation form is received.

B) Reservation forms are available at the circulation desk and online

C) Reservations will be accepted up to 60 days in advance.

D) Groups composed of persons less than 18 years of age are permitted to use the meeting room; however, an individual over the age of 18 must make the reservation, must be in attendance, and must agree to assume responsibility for the actions of the participants.

IV. Cancellations

A) Cancellations must be made at least 48 hours before the scheduled meeting time. Failure to cancel a room use will result in the loss of room use privileges and the group must apply to the library board for re-instatement.

V. Restrictions

A) Alcoholic beverages are not allowed in the library.

B) The sale of products or services is not allowed.

C) Smoking is not permitted in the library or the meeting room.

D) Food and or beverages may be served.

E) Organizations may not use the name or address of the library as their official address.

F) Groups using the facility may not attach anything to the walls or furnishing unless permission to do so has been granted by the library director.

G) The library telephone is not available for public use.

H) The meeting room must be left in the same condition in which it was found. The user group is responsible for cleaning the room. Failure to leave the room in the same condition in which it was found will result in the assessment of charges for cleaning.

I) Organizations are limited to six (6) uses of meeting rooms during a calendar year with no more than two (2) uses within the same quarter of the year. Exceptions may be granted by the Library Director.

VI. Hours of Availability

The meeting room is available during the library’s regular business hours. All clean up, packing, etc. should be done by the closing hour. The regular hours of the library are: Monday-Thursday, 9 a.m. to 8 p.m., Friday and Saturday 9 p.m. to 5 p.m., and Sunday 1 p.m. to 5 p.m.

Permission for use other than during the library’s open hours must be pre-approved by the Library Director and may or may not be granted.

VII. Other

The library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the library by any group or individual attending a meeting.

The library board and staff do not assume any liability for groups or individuals attending a meeting in the library.

The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group’s policies or beliefs by the library staff or board.

All meeting room use shall be compatible with the normal function of the library.

Groups using a meeting room must comply with the Americans with Disabilities Act (ADA) and are responsible for providing qualified interpreters or auxiliary aids.

Approved 04/01/2021