Meeting Room Policy

Gunn Memorial Library welcomes the use of its meeting rooms. It encourages the use of these facilities for non-profit uses, for educational, informational, cultural, and humanities programs and for meetings and small conferences. The meeting room is used primarily by non-commercial, non-profit, tax-exempt groups. No fee is charged but donations to the library are gratefully accepted Users of the meeting rooms agree to the following:

• Applications must be completed to reserve/use the available space
• Availability of the Meeting Room shall be on a first-come, first-serve basis. To allow for the most access for the most organizations, the number of meetings allowed shall be limited to once per month.
• Applications may be accepted for up to four (4) months in advance of the requested date(s) of use.
• The following priorities shall prevail in case of conflict:
  • A group affiliated with or sponsored by the library
  • A Washington based non-profit organization
  • Other groups
• The meeting rooms may be used within regular hours of operation:
  • Monday: 9:30am-5pm
  • Tuesday: 9:30am-8pm
  • Thursday: 9:30am-8pm
  • Friday: 9:30am-5pm

All meetings must end 15 minutes prior to the library closing.

1. All activity must comply with local fire code.
2. Meetings must be free and open the general public.
3. The sponsoring group may not require sign-in of attendees nor should any follow-up contact be made at the sponsor’s initiation. Voluntary sign-in and voluntary follow-up contacts by attendees is allowed.
4. All advertising and press releases must make clear that the sponsoring group should be contacted directly for information regarding the program and a contact name and telephone number must be provided. A statement of sponsorship must appear in all advertising and press releases using the following phrase: This program is sponsored by (organization name) and will be held in the Meeting Room of the Gunn Memorial Library.
5. Users of the meeting room must be considerate of library patrons and therefore must not disrupt normal library operations.
6. Notice of cancellation of room use should be given to the Library as soon as possible. It is the responsibility of the group using the Meeting Room to notify the public of a change of date, time or cancellation.
7. In the case of inclement weather, it is the responsibility of the group using the Meeting Room to contact the Library for any library closings. The Library will not be able to notify the group of any such closings.

8. Groups using the Meeting Room will be responsible for:
   1. Proper supervision
   2. Setting up chairs, tables,
   3. Restoring the Meeting Room to the same condition in which it was
   4. Costs arising from any loss, damage, or excessive janitorial
9. Smoking is not allowed anywhere in the Library.
10. Light refreshments, but no alcohol or full meals, may be served. You are welcome to use the Meeting Room kitchen area sink. However, please be sure to leave it in the condition in which it was found. You will need to provide all food, beverages, paper goods, and/or equipment. Clean-up after the event is mandatory. Any paper goods in the cabinets are the Library’s property and may not be used.

11. Groups showing films or using other media must secure and show proof of all necessary performance rights or agree in writing to indemnify the Library for any failure to do so.
12. No works of art exhibited in the Meeting Rooms may be disturbed. No material may be affixed to painted wall surfaces.
13. The Library is not responsible for damage to materials or equipment brought in by a group.
14. The Library is located in a residential neighborhood. Please help us respect our neighbors’ rights of privacy and quiet when arriving on or leaving Library property.
15. Any individual or group that uses the Meeting Rooms agrees to indemnify and to hold harmless the Gunn Memorial Library, Inc. and its Board of Trustees, and its employees from any and all claims, actions, and causes of action of any kind which may arise out of use of the meeting room by such an individual or group.
16. All groups using the Meeting Rooms must abide by our Behavior Policy and Building Use

Meeting Rooms Available:

• The Wykeham Room– in the historic section of the building. Holds about 50 people. GML typically holds programs in this room Thursday evenings. Tables are available for use. Projector, screen and microphone are available.
• The Connecticut Room– a climate controlled room that houses GML’s collection of local histories, genealogical information, historic photo albums, and more. This room holds no more than 6 people and can be booked for small meetings for up to two hours. Research reservations take precedent over meeting reservations. No food or drink is allowed in this room. Computer in the CT Room is for research only.
• The Field Room– located on the basement floor of the building, this room holds 60 people and can be booked for large conferences or meetings. Tables are available for Projector, screen and microphone are also available.

Exhibits:

The only exhibits allowed are the ones scheduled for our Art in the Stairwell Gallery by library staff.

Eligibility of Meeting Room Use:

1. The meeting room is used primarily by non-commercial, non-profit, tax-exempt groups. No fee is charged but donations to the library are gratefully accepted.
2. No dues or donations may be charged or solicited by meeting room users for any program or meeting.
3. The meeting room may not be used for private parties, political fundraising, or fundraising activities.
4. The meeting room is available for use by patrons eighteen years of age or older. Those under the age of eighteen may use the meeting room when an adult parent/guardian has read and signed the application form with adequate adult supervision during the meeting.
5. The library reserves the right to seek references for any groups before booking a room.

Anyone violating these rules may be asked to leave and/or denied future use of the meeting room facilities.

Adopted by Gunn Memorial Board of Trustees on September 15, 2022