Meeting Room Policy

Policy 304.0: Meeting Room Use
Revised: 9/16/2024

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Purpose

The Redford Township District Library’s Meeting Rooms provide an opportunity to bring together the resources of the Library and the community for educational, cultural, civic, intellectual, and charitable purposes. Meeting Room space is available equitably to organizations or individuals, regardless of their beliefs or affiliations. Granting an organization permission to use a Library Meeting Room does not constitute endorsement by the Redford Township District Library of the policies or beliefs of the organization.

Fees for using the rooms will be charged to all groups except Library program partners.

General Policies

1. All persons requesting a Meeting Room must read and abide by these policies.
2. Meeting rooms are for general information, educational, cultural, and civic needs, such as discussion groups, panels, lectures, seminars, and meetings. Meeting rooms are not available for private or party-type functions (e.g., birthday parties). 
3. No admission fees or donations may be solicited unless preauthorized by the Executive Library Director for a clear public purpose. No sales of services, products, or items are allowed.
4. Library-sponsored events take precedence over outside group events.
5. The Library reserves the right to limit the frequency of use, cancel reservations, and review applications before approval.
6. The Library may occasionally close due to unforeseen circumstances or weather. Meeting Rooms will not be available during closures. Every effort will be made to notify the contact person.
7. Meetings must comply with the Open Meetings Act if applicable. Groups must adhere to all laws, ordinances, and codes. Violations may result in immediate removal, and meeting fees will not be refunded. Violators may be subject to prosecution.
8. All groups agree to release and indemnify the Library, staff, volunteers, and Trustees from any claims arising from their activities in the Meeting Rooms.
9. Groups assume responsibility for any fees and liability for damages, equipment loss, or cleaning expenses.
10. The Library reserves the right to reject or revoke permission for use at the discretion of the Director or Library Board. Permission does not constitute a lease.
11. The responsible person must sign in with ID on the day of the reservation. ID will be returned after the room is reviewed for damages. Additional charges may apply for damages or early/late access.

Reservations

1. Meeting Rooms are available 10:00 a.m. to 8:00 p.m. Monday through Thursday, 10:00 a.m. to 4:30 p.m. Friday and Saturday. They are not available on Sunday.
2. Reservations must include time for setup and cleanup. Use must end before the Library’s closing time. A premium charge applies for every 15 minutes a meeting extends past its scheduled time.
3. Rooms must be vacated at least 30 minutes before closing.
4. An online application is required for Meeting Room use.
5. Minors may use meeting rooms if they meet all requirements. A contract must be signed by an adult (age 18 or older), who will be the responsible party and must remain for the event duration.
6. Reservation requests must be submitted at least one week in advance and may be made up to two months in advance. Please contact the library if confirmation is not received within 72 hours.
7. All reservations must be approved by RTDL staff upon verification on library card status. 
8. Payment is due within two business days after approval notification.
9. Cancellations must be made 48 hours in advance for a refund. Repeated cancellations may result in revoked privileges. If the Library cancels due to weather or building issues, refunds will be issued.
10. Equipment needs must be specified when reserving. A/V equipment use may require scheduled training.
11. Library staff are not responsible for troubleshooting personal computers or equipment brought by patrons.

Meeting Room Rules

1. The person reserving the Meeting Room must have a library card in good standing and on file with the Redford Township District Library.
2. Attendees must park in the north lot or the church overflow lot opposite the library.
3. Meeting Rooms allow light refreshments, such as beverages, finger foods, or prepared box lunches. Catered events are not permitted.
4. Groups must provide all food, supplies, and utensils. Groups are responsible for cleaning costs and damage to the room.
5. Food and drinks must be consumed in the Meeting Room only.
6. No open flames are allowed.
7. Groups must remove all outside items and leave the room as they found it.
8. Liquids should be emptied in the sinks before disposal.
9. No items may be affixed to the wood, walls, or dividers in the Meeting Rooms. Damage caused by tape, tacks, etc., will result in repair costs for the group.
10. Meeting Room users must follow the Library’s Patron Responsibilities and Conduct Policy.

Publicity

1. The Library’s name, address, or phone number may not be used as the official address or headquarters of any group except those formally affiliated with the Library.
2. Use of the Meeting Room by non-library groups shall not imply Library sponsorship. Publicity must state: “This program is neither sponsored, co-sponsored, nor endorsed by the Redford Township District Library.”
3. The person submitting the Meeting Room request is the group’s contact person and is responsible for public inquiries. The Library will not assume this responsibility.

Room Costs

Room	Capacity	Fee / Hour
Meeting Room North & South	Board Room: 40 attendees; Theatre: 120 attendees; U-Shape: 32 attendees; Classroom: 40 attendees	$50
Meeting Room North or South	Board Room: 28 attendees; Theatre: 60 attendees; U-Shape: 22 attendees; Classroom: 24 attendees	$30

 

Equipment Available

• • Podium
  • Handheld or Lavaliere microphone
  • Dry marker white easel with chart bar (must provide your own markers/paper)
  • Laser pointer/PowerPoint remote
  • Blu-ray player (used with drop-down screen and projector)
  • Laptop (for use with drop-down screen/projector)
  • Drop-down screen and ceiling-mounted projector
  • Cable for patron-supplied laptop
  • 6’ tables
  • Chairs

EQUIPMENT REQUESTS MUST BE MADE AT THE TIME OF RESERVATION. TRAINING MAY BE REQUIRED BEFORE USE.