Meeting Room Use Policy
(Revised in 2005)
The Newport Public Library makes its meeting rooms available to community organizations as part of its mission to meet the informational, educational, cultural, and recreational needs of the community. These rooms are made available to organizations engaged in educational, cultural, intellectual or charitable activities on an equitable basis regardless of the beliefs or affiliations of the individuals or groups requesting this use.
Scope: This policy covers the use of the program room, the Rotary Board Room, the Stride Room, and the John Clarke Children’s Program Room.
Definitions:
- The Program Room is a room on the lower level with a seating capacity of 72 people and includes a stage and access to an associated kitchen and dressing room.
- The Rotary Board Room is a smaller room on the lower level designed to be used as a Board Room with a seating capacity of 20 around a large table with extra seating.
- The Stride Meeting Room is adjacent to the Board Room and is designed for more informal meetings and has a seating capacity of 20.
- The John Clark Children’s Program Room is adjacent to the children’s area and is furnished for use by children. It is available for use by groups associated with children.
(Pictures of these facilities may be found on the Meeting Rooms page.)
General Guidelines
1. Use of the rooms is available on a first come first served basis. In the case of conflicting requests use will be prioritized as follows:
- Library needs and related activities
- Friends of the Newport Public Library events.
- Non-profit organization sponsored meetings open to the public
- Non-profit organization sponsored meetings not open to the public.*
- Requests by other organizations.
- Meetings organized by individuals with no organizational affiliation.
*Non-profit groups having meetings not open to the public are allowed two free meetings per month.
2. No person or organization using the rooms may discriminate on the basis of race, color, national origin, sex, religion, or disability.
3. Use of these rooms by any group in no way constitutes an endorsement of the group’s policies/beliefs or activities by the library.
4. Groups or individuals using the meeting room may not imply that the event or program is sponsored, co-sponsored or endorsed by the library.
5. Meetings must be of a nature that would not interfere with the normal operation of the library.
6. The Behavior Policy of the Newport Public Library is in effect during all meetings. Groups allowing violations of this policy may be asked to leave and may be refused permission to use the rooms in the future.
7. All publicity for meetings held in the library must carry the name of the organization sponsoring the event. The library will not take reservations from participants in the event. Reservations must be made through the sponsoring organization.
8. Groups may not use the library phone number in publicity.
9. Groups may not use the name and address of the Newport Public Library as the official address or headquarters of the organization.
10. Organizations using the rooms for youth events or services must provide adequate adult supervision at all times.
11. No access to other parts of the building except the lobby, restrooms, and if the meeting is being held in the program room the dressing room and kitchen is permitted during use of the facility when the library is closed.
12. The library is not responsible for security or storage of property owned by groups or persons using the meeting rooms, nor is it responsible for damage or loss of property of others during an outside organization’s use of the facility.
13. Groups or persons using the rooms may not store property or equipment in the library without special permission of the Director.
14. The Board of Trustees of the Newport Public Library has ultimate responsibility for the use of the facility and reserves the right at its sole discretion to deny any application for its use after review of the application and such action is deemed in the best interest of the Library.
15. Any organization making use of a meeting room must provide the name, address and phone of an individual who will be responsible for the use of the room.
Scheduling Guidelines
1. Generally meeting rooms will be available for use during the hours the library is open. Organizations wishing to make such use must apply for such use at least two weeks in advance.
2. Requests for use of the rooms, except for the John Clarke Children’s Program Room, outside library hours may be made. However they must be made at least one month in advance and approval is contingent upon the availability the library’s custodial/security staff. Only staff employed by the Newport Public Library may serve as custodial/security personnel for after hours use of the facility.
3. Use of the rooms is not permitted after 10:00 p.m.
4. Use of the rooms is not permitted on holidays, holiday weekends, or Christmas or New Year’s Eve, or when the library is closed due to an emergency.
5. Continuous and repetitious use of the rooms is permitted based on the needs of the library and with consideration for the needs of other groups to use the facility. Such requests must be reviewed on a quarterly basis.
6. The rooms may be booked no earlier than three months in advance.
7. Room set-up and equipment needed must be requested in writing at time of booking.
8. If a meeting is cancelled the library must be notified as far in advance as possible. Any person or organization that is a no show for two scheduled meetings may be denied future use.
Care and Use Guidelines
1. Individuals or groups using the facility must notify custodial/security staff upon arrival and departure.
2. No smoking is permitted in the building or within 25 feet of its entrances. Any expenses incurred by the library due to a violation of the No Smoking law by attendees at an outside group’s event will be billed to the organization using the facility.
3. Alcoholic beverages are not allowed.
4. Persons or groups using the rooms are responsible for paying for any breakage, damage to library property, or any inordinate amount of cleaning resulting from such use.
5. Kitchen facilities are available but limited. No food preparation utensils or equipment are provided. Extensive food preparation is not allowed. Storage of food and beverages is not allowed. Kitchen facilities must be cleaned upon completion of use.
6. Telephones located in the rooms may be used for local calls only. Data lines are provided in each room but no computer equipment, peripherals, or
accessories are available. The Rotary and Stride Rooms have wireless access to the Internet available.
7. Nothing may be posted in a manner that may damage the walls, doors, or furniture in the meeting rooms.
Fees For Meeting Room Use
Use of the rooms is free to non-profit groups for meetings that are free of charge and open to the public during the hours the library is open.
For profit groups will be charged a fee. For an up-to-date schedule of fees, please contact the Administration Office.
For any meetings for which admission is charged a fee will be assessed.
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