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    Please Read Our Back Room Rental Policy Before Booking.

    The Blanche R. Solomon Memorial Library Meeting Room is available for use by the cultural, educational, and civic groups in the community.
    Types of Meetings
    Priority for meeting room use will be assigned in the following order:
    1. Library sponsored programs and meetings
    2. Library related programs and meetings
    3. Educational and cultural programs and meetings of Headland organizations
    4. Community, welfare, and civic group programs which are not necessarily cultural or educational in nature.

    No meeting that would violate the constitutional provisions regarding the separation of church and state may be held.

    Reservations
    1. Application for use of a meeting room, indicating starting and ending time of the meeting, must be made in advance on a form provided by the library. It must be returned to the library at least two weeks in advance of the meeting for Library approval.
    2. Space for a series of regular meetings should be requested at least 3 weeks in advance for the first meeting.
      1. Reservations for a series of meetings will be made for one year at a time from January 1st to December 31st. The library reserves the right to cancel the reservations for any meetings scheduled provided the group receives thirty (30) days notice.
    3. Reservations will be made in order of priority as indicated above, and the dates of requests.
    4. The Library should be notified whenever the group requesting the meeting space is canceling a scheduled meeting.
    5. If a group is denied the use of the meeting room by the librarian, it can appeal to the Board of Trustees for a decision review by writing to the Board of Trustees chair.
    Days and Hours of Meetings
    Meetings may be held Monday 12:00 pm- 7:00 pm, and Tuesday through Friday 9:00 am through 5:00 pm. No charge shall be made for the use of the facilities, if meetings are scheduled within the normal library hours. If a group wished to use the meeting rooms beyond these hours, there is a $25 per hour charge to help defray staff and utility costs. If a group requires the use of library equipment, there is a flat fee charge of $15.00. This includes projector, TV, overhead projector, or VCR.
    Restrictions
    1. No admission fee may be charged for any meeting.
    No collection may be taken before, during, or after the meeting.
    No groups can use the meeting room if a registration or tuition charge is required of those attending
    No meetings of a for-profit nature may be conducted in the annex.
    Donations towards the cost of refreshments or materials may be requested, but no fee may be mandated and the meeting must be open and free of charge to the public.
    Organizations may collect dues at a meeting but cannot make payment of dues a requirement for attendance at a meeting.
    1. All meetings are open meetings. Organizations meeting on library premises may find that nonmembers enter their meetings. Such persons may be informed of the nature of the meeting but may not be excluded if they wish to remain.
    2. Organizations meeting in the library may not use the library as a mailing address.
    3. NO LIBRARY PERSONNEL IS AVAILABLE TO ASSIST ANY GROUP OR REARRANGE THE SEATING, TO CARRY SUPPLIES TO AND FROM THE MEETING ROOM, TO RUN THE PROJECTOR, etc. Each group must count on its own personnel for the performance of any of these tasks. The library will only be responsible for the furnishing of the meeting space. A group must make arrangements at least 3 weeks in advance with the library for staff assistance in running any equipment that is borrowed from the library. 
    4. Meetings that would interfere with normal library activities and work because of noise and other factors will not be permitted.
    5. Smoking is not permitted in the library per City of Headland Ordinance 4.2005.
    6. Light refreshments (light snacks and beverages- no prepared meals) may be served. No alcoholic beverages may be served.
    7. The room is not available for parties or meetings of a strictly social nature.
    8. The use of the library meeting room is a privilege and not a right and is subject to the library’s sole and exclusive discretion. Accordingly, the library reserves the right to deny the use of the meeting room to any group.
    9. Publicity is the responsibility of any group reserving the meeting room. The sponsoring group must be identified on all publicity displayed or furnished. Publicity may not carry the library’s telephone number.
    Your Group’s Responsibilities
    1. The group must select one individual who will see that the group has abided by the library’s meeting room policies and procedures. That person will also be responsible for liaison with the library.
    2. Organizations using the meeting room are responsible for reimbursing the library for damage that may occur to the library building or equipment.
    3. Clean the kitchen when done if serving refreshments.
    4. The meeting room must be returned to the condition in which it was found- cleaning service is NOT included.
    5. Report to the librarian any difficulties or problems with library property or appliances.
    6. Violation of these policies may result in suspension of your group’s meeting room privileges.
    The librarian and Board of Trustees reserves the right to alter policy for the meeting room.

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