Meeting Room Policy
The Board of Trustees allows the use of meeting rooms at the Woodward Memorial Library to organizations engaged in educational, cultural, intellectual, or charitable activities. The Board of Trustees neither approves nor disapproves of content, topics, subject matter, or points of view of individuals or groups using the meeting rooms. Permission to use a meeting room does not constitute an endorsement by the library. Except as a designation of locations, the name Woodward Memorial Library may not be used in any publicity. Private parties of any kind are not allowed in the library.
Requests
To request a meeting room, a representative of the organization must call the library at 585-768-8300.
Requests must be made not less than 2 weeks, nor more than 3 months in advance of the requested date. In order to make the facilities available to all interested organizations, meetings are limited to once a month or as available. Library administration reserves the right to decline meeting room reservations for purposed which substantially duplicate upcoming or ongoing library programs and events.
§ Use of meeting rooms for library purposes takes precedence over other uses.
§ All meetings must be open to the public.
§ Meeting rooms may not be used for commercial purposes. No products or services may be advertised, solicited, or sold. Exceptions to this policy may be made by the Board of Trustees if it is decided to be in the best interest of the library or the community.
Approved permission is given to the following:
o Fundraising benefiting the library.
o The sale of works by authors or artists as part of a library program or approved exhibit.
o Requesting organization may not charge an admission fee or required/suggested donation.
Expectations
The organization and/or individual requesting use of the meeting rooms is responsible for compliance with this regulation. The failure of any applicant to comply with the regulations governing use of the meeting rooms may result in denial of further use by such applications.
§ Cancellations require a 24 hour notice.
§ If it is necessary to use library equipment, it must be requested at the time the room is requested. Library staff is not responsible for assisting with personal equipment used by presenters.
§ Meeting rooms are only available during the library’s regular open hours.
§ Groups using the meeting rooms may not exceed the capacity of the rooms.
§ Meeting rooms must be left clean.
§ Refreshments may be served in the meeting rooms provided the room is left in the condition it was found. No alcoholic beverages are allowed on the premises.
§ Smoking, the use of any tobacco products and smoking devices (including vapes) are prohibited in the library and on the grounds.
The Board of Trustees, library staff, or Board of Education for the LeRoy Central School District are not responsible for accidents, injury, or loss of individual property while using the library’s meeting rooms.
Fees
There is no charge for meeting room use during the library’s regular open hours. A donation to the Woodward Memorial Library is always welcome.
Groups requesting photocopies to be made at the library will be charged at the current patron printing rates.