August 1, 2014

Meeting Room

Meeting RoomSubject to compliance with the procedures and regulations set forth by the Trustees of the John Curtis Library, two meeting rooms are available for organizations, groups, and individuals when they are not needed for administrative use, activities, or programs sponsored by the library.

Maximum occupancy of the large meeting room is 100; maximum occupancy for the small room is 15. There is a shared kitchen area. Permission to use the meeting room does not imply endorsement, support, or co-sponsorship by the John Curtis Library or the Town of Hanover of the activities that take place in the meeting room or of the beliefs of the group using the meeting room.

Except for library and library-related programs, groups may not use the meeting room more than once each month; limited series of weekly or daily meetings may be scheduled at the discretion of the library director. The library reserves the right to assess fees for use of the meeting room and the library also reserves the right to reject applications for use. Library staff may enter and remain in the room during any meeting.

Applications for and uses of the meeting room are subject to the following procedures and regulations:

The meeting room is available only from the start of the Library’s business day until fifteen minutes before the end of the business day. After library hours, the meeting room may be used only if prior arrangements have been made for the custodian to close the library.

Refreshments may be served but must be contained within the meeting space.

All groups are responsible for setting up the meeting room and for returning it to its original condition and configuration at the end of the meeting. Failure to do so will result in a minimum $30. custodial charge assessed to the applicant. The users accept the responsibility for any damages which may occur to the library facility or library equipment.

Any use of the meeting room which disrupts the normal operations of the Library will not be permitted.

Smoking is not permitted anywhere in the library or on its grounds.

Alcoholic beverages may be served only with written permission from the Library Trustees.

FEES

Within normal operating hours, there is no fee for community/non-profit or governmental groups. After closing, the organization, agency, or group must pay an hourly rate of $ 15. for building security. Meetings and events must be over by 9:00 pm unless special arrangements have been made with the evening custodian.

The fee for commercial (for profit) groups using the meeting room is $ 200. for up to four hours use. The fee must accompany the application. Only cashier or treasurer’s checks made out to the John Curtis Library will be accepted. Cancellations by the applicant must be made at least 72 hours in advance of the scheduled start of the event to receive a refund.