Gilroy Library Meeting Room Policy

Request a copy of Policy and Rules for the Use of the Gilroy Public Library Meeting Room (and an application for use) at the Adult Reference Desk. This document will have more details about the requirements and procedures for using the Meeting Room.

The following are highlights from the Meeting Room policy and rules:

Policy:

Community groups will be permitted and encouraged to use meeting rooms for cultural, educational, and recreational programs when such use does not conflict with Library-sponsored programs. All such programs and meeting must be free and open to the public.

Eligible Organizations (in priority order):

Library programs

Library related groups

(Friends of the Library, Vision Literacy, etc.)

City and school meetings

Civic and nonprofit groups presenting meetings of public interest

Other groups not included above and not excluded by the County Procedures Manual

$5 fee (nonrefundable) for use of the Meeting Room

Facilities:

The Meeting Room is also used for storing tables, chairs, and books donated to the library. It can accommodate up to 30 people. The Meeting Room is available from the time the library opens each day until closing time. Groups must begin their meetings at a time when the library is open. Keys will not be given out. No kitchen facilities are available. Restrooms are available only when the library is open. Groups must set up and restack chairs and tables.

Reservations:

Reservations must be made at the Adult Reference Desk.

A group may use the Meeting Room only once per month.

The Meeting Room is for the use of a group/meeting of at least 6 or more people.

Single reservations may be made up to 12 months in advance. Note: Reservations for regular monthly meetings are based on the fiscal year and will expire on June 30th of every year. The library will accept new applications for regular monthly meetings starting each July 1st.

An application must be completed in advance of each meeting. A single application may be filed by a group holding regular monthly meetings as long as all the conditions of use and responsibility continue to be met and fees are paid in advance.

A representative of the group must read the meeting room policy, complete the applications, and pay the fee. Since the representative commits the organization or group to following this policy and assuming responsibility for any damages to the library, he/she should be someone whose standing in the organization carries this authority.

The library will give the name and phone number of the person and group making the reservation to anyone inquiring about the meeting.

A group must give the library at least two days cancellation notice or future use may be prohibited.

Rules:

• The following are not permitted during Meeting Room use:

• Solicitation, sales, fees or requested donations.
  (A nominal amount to cover refreshment costs may be collected. Organizational dues may be collected also.)
• Smoking or alcoholic beverages.
  
• Nails, screws, thumbtacks, staples, tape, adhesives or signs on the walls or doors unless advance approval is given by the Community Librarian.
  
• Copying of copyrighted software.
  
• High voltage equipment
  
• Decibel levels inappropriate to the library.

• The library reserves the right to cancel a reservation with reasonable notice to a group.
  
• Permission to use the Meeting Room is granted on the condition that all rules are followed.

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