• A $10 fee (nonrefundable) is required for each use of the Meeting Room. It is payable at the time of booking the Community Room or by US Mail postmarked the day following the booking.

• Community Room Reservation is not confirmed until the Library receives a completed application and payment of the fee.

• The Community Room is for the use of a group or meeting of at least 10 people and up to a maximum seating of 130 people.
  

• A group may use the Community Room only once per month

• All programs are free and open to the Public.

• Reservation time should include time to set up and restore the room.

• A representative of the User group must read the Meeting Room Policy, complete the application, and pay the fee. The User’s representative commits the organization or group to following this policy and assumes responsibility for any damages to the library.

• The User group representative who signs the application must be present at the meeting. If that representative is unable to attend, another User representative must read the rules and sign the application well in advance of the meeting.

• The Library will give the name and phone number of the User representative and group making the reservation to anyone inquiring about the meeting.

• The Library also reserves the right to cancel a reservation with reasonable notice to a User group or potential User group.

• May be made in person or by phone (408.867.6126). Reservation hours are:

• May be made up to three months in advance on a first come, first served basis.

• Up to two weeks in advance of the date of the reservation.
  

• All publicity for programs must include a contact phone number other than that of the Saratoga Library and must not imply that the library is sponsoring the program.

• Telephone calls and messages cannot be relayed to Users or potential Users at anytime.

• During Library open hours: Notifies the Checkout Desk that the group has arrived and is beginning to set up. If the Community Room is locked, Library staff will unlock the room.

• Before library open hours: Arrives first and rings the staff door bell.

• Notifies meeting attendees that they will enter by the side Community Room door.

• The group is responsible for arranging the chairs and tables before the meeting and for putting the chairs and tables back after the meeting.

• No placing nails, screws, thumbtacks, staples, tape, adhesives or signs on the walls or doors unless advance approval is given by the Community Librarian.

• Groups shall provide any equipment needed including television, DVD player, projector, etc. Staff assistance is not provided for room or AV equipment setup.

• Wireless Internet is available with a Santa Clara County Library card and Personal Identification Number, and a projection screen is also available.

• Noise level should be appropriate for a library.

• Light refreshments may be served.

• Solicitation, sales, fees or requested donations (a nominal amount to cover refreshments and organizational dues may be collected) is not permitted.

• No Smoking and alcoholic beverages please.

• No Copying of copyrighted software.

• Burning anything, including candles, sealing wax, papers or other objects for any reason is not allowed.

• The room must be left clean and in the same or better condition in which it was found. The group is responsible for putting the chairs and tables back after the meeting.

• Users are responsible for bringing their own plastic trash bags, cleaning the kitchen and the refrigerator and removing all uneaten food, drinks, and trash from the library.
  

• Please turn out the lights, close the doors and notify library staff when you leave.
  

• After hours meeting attendees exit by the side Community Room door facing the patio no later than 9:30 pm on Monday and Tuesday to prevent the building alarm from summoning the Sheriff. .

• Prior to 9:30, end the meeting, clean the Community Room, including the adjoining galley kitchen, and replace all furniture as the room was found.

• Make sure that no one is left anywhere in the Community Room wing of the library (restrooms, kitchen, etc.).

• Leave the Community Room key on top of the refrigerator in the galley kitchen.

• The last User out of the Community Room should turn off the lights.

• Depart through the side door facing the patio; stop and make sure it is closed and secure.

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