Marathon County Public Library

ITEM NUMBER: 8.01 a-h

CHAPTER 8: Facility and

Equipment

Management

CODE: Policy

COMPUTER ID: FMPRO-1



Title: Meeting Room Policy

Effective Date: 1-1995

Authorized By: Library Director

Date of Last Revision: 5-2017





Library Bill of Rights

"VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve

should make such facilities available on an equitable basis, regardless of the beliefs or

affiliations of individuals or groups requesting their use."





USES AND PRIORITIES AMONG USERS:



Meeting rooms may be used for programs sponsored by groups or individuals.



Use of the room is free.



The priorities are as follows:



Priority 1: LIBRARY: Any part of the Library's own program: staff and board meetings, story

hours and programs conducted by the staff, instruction or guidance in the use of the

Library.



Priority 2: LIBRARY SPONSORED: A program in which the Library is a sponsor, participant,

or co-operating agency such as Friends of the Library, Wisconsin Valley Library

Service, The Literacy Council, and other library organizations.



Priority 3: GOVERNMENT: Use by Marathon County and other governmental units.



Priority 4: OTHERS: Use by service agencies, non-profit agencies, the general public, and

businesses.



The meeting rooms cannot be used for:



1. Any purpose which, in the opinion of the Library Director or the Library Board of

Trustees, may interfere with the normal use of the Library.



2. A meeting where an admission or other fee or tuition is charged by a group/individual

other than the Library itself, the Library Foundation or the Friends of the Library.





ITEM NUMBER: 8.01 b



3. Programs whose purpose is the sale, advertising, or promotion of products or services

or includes selling a product or service with the exception of those provided by the

Library itself, the Library Foundation, or Friends of the Library.



4. Private parties. A return engagement by a group that has abused the facility,

equipment, or library regulations in a previous use of the room.





MEETINGS IN SEQUENCE:



It is the policy of the Library Board of Trustees to encourage the widest possible use of its

meeting room by the community so long as this outside use does not interfere with the normal

functions of the Library.



1. A group or individual may have the meeting room on reserve for meetings in sequence,

such as every third Tuesday, up to a maximum of twelve (12) meetings, and for a

maximum of two (2) meetings per month.



2. If the meeting room is needed by the library for meetings or special programs, the group

using the room on a regular basis will be contacted and asked to meet in another

location.





ROOM RESERVATIONS:



Meeting rooms are available at all nine library locations in the County. Reservations for

Wausau, Mosinee and Stratford meeting rooms must be made with the Library staff at that

location.



Meeting rooms at other branch locations (Athens, Edgar, Hatley, Marathon, Rothschild, and

Spencer) must be reserved with the village or city in which the library is located.



Applications are available both online and at Library Service Desks, and may be picked up in

person or downloaded from the Library's website. The completed application form may be

mailed or faxed to the Library, or turned in at any Library service desk. Reservations will be

confirmed during the Library's open hours. They must be received at least 10 calendar days

prior to the meeting date to allow sufficient time for processing.



The application must be signed by an authorized adult representative of the group who shall

attend the meeting and be personally responsible for the conduct of the meeting and for any

damages.



The Library should be notified as soon as possible if it is necessary to cancel a reservation.



Failure to notify the Library of a cancelled meeting may result in forfeitures of future meeting

room privileges.



Use of the meeting room is restricted to the hours reserved.

ITEM NUMBER: 8.01 c



EQUIPMENT RESERVATIONS:



Wireless internet access is available in the Library's meeting rooms. Groups may provide their

own laptop computer and projector or reserve the Library's equipment. Setup and technical

support is not provided by the Library.



Groups may bring their own AV equipment to use. Additional equipment may be reserved

from the Library depending on current availability. No charge will be made for use of the

equipment.



ADMISSION:



All programs and meetings shall be open to all members of the public.



CAPACITY:



The Wausau Community Room has a maximum seating capacity of 99 persons.

The minimum number of users is 20 persons for the Wausau Community Room.

The Second Floor Conference Room (Wausau) has a maximum capacity of 20 persons.

Stratford Branch has a maximum seating capacity of 30 adults, 50 children.

Mosinee Branch has a maximum seating capacity of 99 persons.



HOURS:



Meeting rooms may be reserved for hours when the library is normally open. Meetings must

adjourn no later than 30 minutes before the Library closing time to allow participants time to

exit the building by closing time.



REFRESHMENTS:



Refreshments may be served in all Library meeting rooms.

A kitchen unit is available at Stratford, Mosinee, and the Wausau Community Room at

Wausau.

No alcoholic beverages will be permitted.

All Marathon County Public Library buildings are smoke-free.



ITEM NUMBER:





GENERAL RULES OF USE



Room Arrangement and Maintenance. Chairs and tables are available for groups to set up to

meet their needs. Because of limited staff, the Library cannot assume responsibility for setting

up the rooms or for cleaning the rooms after each use. The responsibility for setup and clean

up is assumed by the group using a room. Chairs and tables must be returned to their original

arrangement following a meeting.



The group must check in with the Reference Desk in Wausau or with staff at Mosinee and

Stratford immediately prior to obtaining access to the meeting room. Staff will unlock the room

and checkout any reserved equipment to the contact person or his/her representative. Any

equipment checked out is to be returned to the Reference Desk or designated area at a

Branch.



Non-library equipment or materials may not be stored in the meeting rooms or elsewhere in the

building without prior permission.



The contact person is liable for damage to the facilities and equipment and for maintaining

safety regulations including room capacity.



No group may consider the Library its permanent meeting place or use the Library's mailing

address or telephone number as its contact information.



The library is not responsible for items left in the meeting rooms, before, during or following the

meeting.



The contact person agrees that the library may give out name and contact information to the

public.



Failure to observe the policy may result in loss of meeting room privileges.



The Library Director, or designee, reserves the right to reject a reservation request if the

anticipated meeting is likely to be unreasonably disruptive to regular Library functions, too

large for the applicable room capacity, disorderly, dangerous to persons or property, or in any

other way inconsistent with or in contravention of any of the terms and conditions of this Policy

or the Library Rules of Conduct. In determining whether such likelihood exists, the Library

Director, or designee may take into consideration the contents of the Application, the history of

the group's Meeting Room use in the Library, and such other information as he or she may

deem appropriate.



A Meeting Room is not considered reserved until the Application is received, approved, and

confirmed by the Library. Reservations shall be accepted, subject to the provisions of this

policy, in the order received and upon the availability of an appropriate room.



ITEM NUMBER: 8.01 e





Only Marathon County Public Library cardholders are eligible to book Meeting Rooms and

Study Rooms. Other groups will be reviewed on a case by case basis.



All advertisements, announcements, press releases, flyers, etc. relating to meetings by groups

held at the Library must clearly state that the meetings is not sponsored by the Marathon

County Public Library. Copies of all promotional materials pertaining to the meeting must be

sent or brought to the Library at least 7 days prior to the meeting.



Groups using the meeting rooms will comply with the provisions of the Americans with

Disabilities Act which require that a meeting or materials at a meeting be provided in

accessible format in response to a request.



Displays may not be affixed directly to the walls of the meeting rooms without prior approval.

Nothing installed or posted by the Library may be removed from the walls.



Parents or caregivers who bring children to meetings in the Library are responsible for those

children. Children of any age who cannot conduct themselves appropriately or require

repeated staff intervention, may not be left unattended anywhere in the building. Please refer

to Unattended Customer Policy.



The Library does not provide assistance with carrying supplies or equipment, and custodial

help and assistance with the operation of equipment are not available.



Political meetings are acceptable for the discussion of issues but not for fundraising, party

caucuses or meetings closed to the public.



Individuals or groups using the meeting room shall secure any necessary performance

licenses and indemnify the Library for any failure on their part to do so.



No cooking may be done. No alcohol may be served at any time. No smoking is permitted.

Burning of any materials, including incense and candles, is prohibited.



No gambling is permitted.



The Library reserves the right to close due to adverse weather conditions or other

emergencies and will attempt to contact the applicant.



Library personnel must have free access to the meeting room at all times. The Library retains

the right to monitor all meetings conducted on the premises to ensure compliance with the

above regulations. Infringement of any of the regulations here stated shall be grounds for

denial of future use of meeting space.



The meeting room policy is determined by the Library Board of Trustees, and is subject to

review and revision at the discretion of the Board. Exceptions may be made at the discretion

of the Library Board of Trustees as it deems in the interests of the Library and the community.

Appeals to any of these policies may be submitted to the Board of Trustees in writing.

ITEM NUMBER: 8.01 f





Liability for Damages. The library reserves the right to charge the applicants for cleaning,

maintenance, repair, and replacement due to any damages which are determined to be

proximately caused by participants at the meeting or event and are determined to be

reasonably under the control of the applicant or any organization applicant represents.



Insurance and Exception. Any meeting or event which will be attended by 75 or more persons

shall be subject to a risk assessment by the Marathon County Risk Manager. The scope of the

proposed use may require a certificate of insurance, hold harmless agreement or contract.

The Marathon County Risk Manager may elect to waive the insurance requirement if he or she

determines that the planned meeting or event does not present a substantial or significant

liability or property damage exposure to the library or Marathon County.



This policy shall not be construed to apply to meetings or events involving expressive

activity which enjoy the protection of the U.S. and Wisconsin Constitutions. To qualify for this

exception, applicant shall be required to either:



1. Agree to indemnify, protect, defend, and hold harmless the library, Marathon County,

their officers and employees against all claims, damages, expenses, loss or liability

arising out of the proposed use and determine to be proximately caused by the acts or

omissions of the applicant and/or any participants in the planned meeting or event who

are determined to be reasonably under control of the applicant, or any organization

applicant represents. This indemnity shall not foreclose claims made against the county

by the applicant, or any organization applicant represents, and shall not foreclose

claims made by third parties; or



2. Agree to redesign or reschedule the permitted meeting or event to respond to specific

risks, hazards, and dangers to the public health and safety identified by the Marathon

County Risk Manager as being reasonably foreseeable consequences of the meeting or

event.



ITEM NUMBER: 8.01 g



Marathon County Public Library

Meeting Room Application

www.mcpl.us

300 N 1st St., Wausau WI 54403

715-261-7200 FAX 715-261-7204



How to Apply



Complete Name of Group & Name of Workshop (if applicable)

___________________________________________________________________________



Name of contact person: MCPL Card #:

___________________________________________________________________________



Email of contact person:

___________________________________________________________________________



Address of contact person:

___________________________________________________________________________

Street

___________________________________________________________________________

City/State/Zip



Phone number of contact person:

___________________________________________________________________________



Purpose of meeting (Detailed Description):

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________



Room Requested



Wausau Community Room (capacity

99/minimum 20)



Mosinee Branch (capacity 99)

Wausau Second Floor Conference Room

(capacity 20)

Stratford Branch (capacity 30 adults or 50 children)

Meeting date ___________________Day of the Week________________________________

Time: Start time ______ End time ______ (no later than 30 minutes prior to library closing)



Expected Attendance __________ There is a 3 hour limit on parking in the Wausau Library lot.

Please use one of the nearby parking ramps to avoid fines. In consideration of others, groups

of 20 or more are kindly asked to park in other locations near the Library.



Equipment Needed

Laptop Projector

TV

ITEM NUMBER: 8.01 h





The undersigned, on behalf of the above named organization, has read and agrees to

comply with these policies, procedures and regulations governing the use of the Library

meeting rooms. The applicant shall indemnify and hold harmless the Marathon County Public

Library, its employees, and board of trustees from any damages for personal injury or property

damage. The applicant assumes all and exclusive responsibility for the preservation of order

and the sole responsibility for any injury to persons, damage to Library facilities or Library or

personal property, or loss of Library or personal property that may result from the use of a

meeting room at the Marathon County Public Library.



Please notify the Library or email rooms@mcpl.us to request special accommodations prior to

your meeting.



_______________________________ _____________________________

Contact Person Date



_____________________________ _____________________________

MCPL Staff Date





Application forms are available either at the library or on the Website at www.mcpl.us

Completed forms should be submitted by email (rooms@mcpl.us), or in person to any Library

service desk, or by mail to 300 N. 1

st

Street, Wausau, WI 54403, or by fax to (715) 261-7204





NOTE: This is an application, not a reservation form. No plans should be made

regarding the use of meeting rooms and no advertising should be done until a written

confirmation is received. If the application is not filled out completely, it will be returned

unprocessed. Please refer to the Meeting Room Policy or ask for assistance if you have

questions. (715-261-7200)



Reservations will be confirmed during the Library's open hours Monday through Friday.

They must be received at least 10 calendar days prior to the meeting date to allow

sufficient time for processing.



All advertisements, announcements, press releases, flyers, etc. relating to meetings by

groups held at the Library must clearly state that the meeting is not sponsored by the

Marathon County Public Library. Copies of all promotional materials pertaining to the

meeting must be sent or brought to the Library at least 7 days prior to the meeting.



PLEASE NOTE: These meeting rooms are not an appropriate venue for the following

activities, including but not limited to: parties, testing, marketing, promotions,

interviewing (in general), depositions or other discovery-related proceedings, attorney-

client interviews, guardian ad-litem interviews of wards, mediation or other alternative

dispute resolution proceedings, or private for-profit tutoring.