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: 5-2021
Library Bill of Rights
ich 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
USES AND PRIORITIES AMONG USERS:
In General. In general, meeting rooms may be used for programs sponsored by groups or
individuals.
Costs. Use of library meeting rooms is free and contingent upon the user participating in an
approved purpose or activity.
Priority for Use. In determining priority for use of the library meeting rooms when two or more
users seek to utilize the same time slot, the following hierarchy of priorities shall be utilized:
Priority 1: LIBRARY: First priority shall be given to any part of the Library's own
program, including: staff and board meetings, story hours and programs
conducted by the staff, and instruction or guidance in the use of the Library.
Priority 2: LIBRARY SPONSORED: If one of the conflicting users is not part of the
gram, priority shall be given to any 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:
program or a library sponsored program, priority shall be given to use by
Marathon County and other governmental units.
Priority 4: OTHERS: Finally if the above categories of users are not implicated,
priority shall be given to use by service agencies, non-profit agencies,
general public, and businesses.
ITEM NUMBER: 8.01 a
Use of Meeting Rooms. Library meeting rooms are not an appropriate venue for the following
activities: private parties, for profit meetings, testing, marketing, promotions, interviewing (in
general), depositions or other discovery-related proceedings, attorney-client interviews,
guardian ad-litem interviews or wards, mediation or other alternative dispute resolution
proceedings, or private for-profit tutoring.
In addition to the above prohibition, library 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.
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. A return engagement by a group that has abused the facility, equipment, or library
regulations in a previous use of the room.
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 by submitting an electronic
application from the library website. 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 online from the Librarymust
be submitted 10 calendar days prior to the meeting date to allow sufficient time for processing.
Reservations will be confirmed during the Library's open hours.
The application must be signed by an authorized adult representative of the group who shall
attend the meeting. This person shall be personally responsible for the conduct of the meeting
and for any damages.
Meeting rooms may be reserved up to 90 days in advanced.
A group or individual may have the meeting room on reserve for meetings in sequence, such
as every third Tuesday, with a maximum of two (2) meetings per month.
Use of the meeting room is restricted to the hours reserved
ITEM NUMBER: 8.01 b
Cancellation of Meetings.
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.
eting rooms in the future.
EQUIPMENT RESERVATIONS:
RZQODSWRSFRPSXWHUDQGSURMHFWRURUUHVHUYHWKH/LEUDU\VHTXLSPHQW6HWXSDQGWHFKQLFDO
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:
Wausau Community Room. 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.
Second Floor Conference Room (Wausau). The Second Floor Conference Room (Wausau)
has a maximum capacity of 20 persons.
Stratford Branch. Stratford Branch has a maximum seating capacity of 30 adults, 50 children.
Mosinee Branch. 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.
FOOD AND BEVERAGES:
Covered beverages are allowed in all 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: 8.01 c
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.
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.
Group Check In. 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.
Use of Equipment. Non-library equipment or materials may not be stored in the meeting
rooms or elsewhere in the building without prior permission.
The Library does not provide assistance with carrying supplies or equipment, and custodial
help and assistance with the operation of equipment are not available.
Use of Library Name. The library name may not be used in any publicity for non-library
sponsored or co-sponsored meetings except to designate the meeting location. Marathon
County Public Library may not be used as the official address or headquarters of any group.
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.
Communication of Meeting Information. The contact person agrees that the library may give
out name and contact information to the public. The library will communicate scheduled
meetings (group name, time, date and place of meeting) in the meeting room reservation
calendar. The information may also be posted digitally in the library where the meeting is
being held.
ITEM NUMBER: 8.01 d
Rejection of Reservation Requests. 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
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.
Revocation of Meeting Room Privileges. Failure to observe general use policies may result in
loss of meeting room privileges.
Americans with Disabilities Act. 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. 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.
Unattended Minors. 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.
Political Meetings. Political meetings may be held for the discussion of issues but such
meetings may not involve fundraising, party caucuses or meetings closed to the public.
Licenses. 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.
Food and Alcohol. No cooking may be done. No alcohol may be served at any time.
Smoking and Use of Burning Materials. No smoking is permitted. Burning or any materials,
including incenses and candles, is prohibited.
Gambling. No gambling is permitted.
Weather. The Library reserves the right to close due to adverse weather conditions or other
emergencies and will attempt to contact the applicant.
ITEM NUMBER: 8.01 e
Access to Rooms. 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.
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.
The contact person is liable for damage to the facilities and equipment and for maintaining
safety regulations including room capacity.
The library is not responsible for items left in the meeting rooms, before, during or following the
meeting.
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 f
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.
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: 5-2021
Library Bill of Rights
ich 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
USES AND PRIORITIES AMONG USERS:
In General. In general, meeting rooms may be used for programs sponsored by groups or
individuals.
Costs. Use of library meeting rooms is free and contingent upon the user participating in an
approved purpose or activity.
Priority for Use. In determining priority for use of the library meeting rooms when two or more
users seek to utilize the same time slot, the following hierarchy of priorities shall be utilized:
Priority 1: LIBRARY: First priority shall be given to any part of the Library's own
program, including: staff and board meetings, story hours and programs
conducted by the staff, and instruction or guidance in the use of the Library.
Priority 2: LIBRARY SPONSORED: If one of the conflicting users is not part of the
gram, priority shall be given to any 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:
program or a library sponsored program, priority shall be given to use by
Marathon County and other governmental units.
Priority 4: OTHERS: Finally if the above categories of users are not implicated,
priority shall be given to use by service agencies, non-profit agencies,
general public, and businesses.
ITEM NUMBER: 8.01 a
Use of Meeting Rooms. Library meeting rooms are not an appropriate venue for the following
activities: private parties, for profit meetings, testing, marketing, promotions, interviewing (in
general), depositions or other discovery-related proceedings, attorney-client interviews,
guardian ad-litem interviews or wards, mediation or other alternative dispute resolution
proceedings, or private for-profit tutoring.
In addition to the above prohibition, library 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.
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. A return engagement by a group that has abused the facility, equipment, or library
regulations in a previous use of the room.
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 by submitting an electronic
application from the library website. 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 online from the Librarymust
be submitted 10 calendar days prior to the meeting date to allow sufficient time for processing.
Reservations will be confirmed during the Library's open hours.
The application must be signed by an authorized adult representative of the group who shall
attend the meeting. This person shall be personally responsible for the conduct of the meeting
and for any damages.
Meeting rooms may be reserved up to 90 days in advanced.
A group or individual may have the meeting room on reserve for meetings in sequence, such
as every third Tuesday, with a maximum of two (2) meetings per month.
Use of the meeting room is restricted to the hours reserved
ITEM NUMBER: 8.01 b
Cancellation of Meetings.
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.
eting rooms in the future.
EQUIPMENT RESERVATIONS:
RZQODSWRSFRPSXWHUDQGSURMHFWRURUUHVHUYHWKH/LEUDU\VHTXLSPHQW6HWXSDQGWHFKQLFDO
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:
Wausau Community Room. 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.
Second Floor Conference Room (Wausau). The Second Floor Conference Room (Wausau)
has a maximum capacity of 20 persons.
Stratford Branch. Stratford Branch has a maximum seating capacity of 30 adults, 50 children.
Mosinee Branch. 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.
FOOD AND BEVERAGES:
Covered beverages are allowed in all 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: 8.01 c
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.
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.
Group Check In. 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.
Use of Equipment. Non-library equipment or materials may not be stored in the meeting
rooms or elsewhere in the building without prior permission.
The Library does not provide assistance with carrying supplies or equipment, and custodial
help and assistance with the operation of equipment are not available.
Use of Library Name. The library name may not be used in any publicity for non-library
sponsored or co-sponsored meetings except to designate the meeting location. Marathon
County Public Library may not be used as the official address or headquarters of any group.
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.
Communication of Meeting Information. The contact person agrees that the library may give
out name and contact information to the public. The library will communicate scheduled
meetings (group name, time, date and place of meeting) in the meeting room reservation
calendar. The information may also be posted digitally in the library where the meeting is
being held.
ITEM NUMBER: 8.01 d
Rejection of Reservation Requests. 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
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.
Revocation of Meeting Room Privileges. Failure to observe general use policies may result in
loss of meeting room privileges.
Americans with Disabilities Act. 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. 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.
Unattended Minors. 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.
Political Meetings. Political meetings may be held for the discussion of issues but such
meetings may not involve fundraising, party caucuses or meetings closed to the public.
Licenses. 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.
Food and Alcohol. No cooking may be done. No alcohol may be served at any time.
Smoking and Use of Burning Materials. No smoking is permitted. Burning or any materials,
including incenses and candles, is prohibited.
Gambling. No gambling is permitted.
Weather. The Library reserves the right to close due to adverse weather conditions or other
emergencies and will attempt to contact the applicant.
ITEM NUMBER: 8.01 e
Access to Rooms. 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.
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.
The contact person is liable for damage to the facilities and equipment and for maintaining
safety regulations including room capacity.
The library is not responsible for items left in the meeting rooms, before, during or following the
meeting.
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 f
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.