Room Reservations
INTRODUCTION
Thank you for your interest in using Mahopac Public Library for your
meeting or event. Please read the Meeting Room Policy below
before you book your space. Note that no rooms or other areas of the library
can be considered reserved until we have received and processed the completed
paperwork, i.e., the Application for Meeting Arrangements,
found HERE
in a printable format, and the Hold Harmless Agreement, found
HERE
in a printable format. Please fill out and deliver by mail, hand, or fax
(845/628-0672) these two documents. Please note
that groups and individuals may reserve meeting rooms up to three months in
advance with up to a maximum of three consecutive meetings and no more than
six meetings per year.
It is essential that all participants in your activity abide by the rules
set forth in the Meeting Room Policy, below, and the library's Code of Conduct
and procedures for responding to alarm signals in the event of a fire or other
emergency, found HERE
and at the bottom of this page.
Information about currently booked events is available by clicking Program
Schedule . Doing this will help you select rooms, times, and
dates for your event(s) as well as provide confirmation of your booking. Below
are visuals and the maximum capacity of rooms available for meetings at MPL.
Meeting Room Policy
PURPOSE
The Mahopac Public Library contains several rooms that will be made available
to non-library groups and individuals on an as-request and as-available basis.
These rooms are available for educational, recreational, and civic purposes
provided that such use does not interfere with regular Library services or programs
or place an undue burden on Library staff and resources. In order to provide
guidance for the use of these meeting rooms for non-library functions, the Trustees
of the Mahopac Public Library have adopted this Policy that provides for application
procedures, responsible party identification, usage fees, and limits on use.
This policy may be attached to and made part of any application.
Failure to comply with any part of this policy may result in future
denial of meeting room use.
RESERVATIONS AND CANCELLATIONS
Applications for use of the meeting rooms shall be reviewed by the Library
Director. Availability and reservations can be confirmed by referencing the
library's Program Schedule,
and locating your event listed on the day and time requested. Questions regarding
scheduling should be directed to David Keaton at 628-2009, ext. 105.
The individual who signs the application must be at least 21 years of age and
be in attendance when the meeting room is in use. S/he shall be responsible
for the conduct of the group, payment of bills, and for protection of Library
property in connection with the meeting. The Library shall be promptly reimbursed
by the signing party for any expense or damage resulting from the use of the
facility.
Forty-eight (48) hour advanced notification is required for any cancellation
in order to avoid the usage fee charge.
The Library reserves the right to cancel any reservation (with notice) if a
Library event/program needs the room. The Library reserves the right to cancel
prior meeting room reservations without notice in the event of emergency such
as snow closings or unsafe building conditions. In the case of an unscheduled
Library closing, a group may reschedule another meeting time or obtain a full
refund of any fees made in conjunction with the reservation.
Groups and individuals may reserve meeting rooms up to three months in advance
(up to a maximum of three consecutive meetings and no more than six meetings
per year). Ad hoc meeting room requests will be honored subject to room availability.
USE
Use of the meeting rooms does not imply endorsement, support, or co-sponsorship
by the Library for the activities that take place in the meeting rooms nor the
beliefs or views of the groups sponsoring the events.
Rooms may be booked up to three months in advance. Ad hoc requests will be accommodated
subject to room availability.
Any public meeting room shall be available to any group upon written application
and payment of any fees with the exception of the tutoring rooms, which are
to be used by authorized tutors only (during normal library hours). In the case
of Tutoring rooms 1 and 2, reservations may be made in advance, but priority
is given to the LVA tutors and students. These rooms are available for individual
study and for same age, small group study. Children accompanied by unrelated
adults may not use these rooms.
No groups may charge an admission-type fee for any event or program held in
the meeting rooms. A charge to help defray the cost of speaker fees or for the
cost of materials used by participants in a program may be made. Any not-for-profit
group may accept voluntary donations during the course of a program; however,
such donations shall not be solicited in a manner that is the equivalent of
an admission fee.
The number of attendees shall be limited to the maximum capacity as determined
by the Fire Department.
Activities for minors, age 17 and under, must be supervised by responsible adults.
GUIDELINES
Priority will be given to Library programs first, not-for-profit groups
next, and any commercial groups last.
Second floor meeting rooms (Land Use Center, Periodicals Room, and Tutoring
rooms) are available for community use only during the posted hours of operation
of the Library. Please note that the Land Use Center and the Periodicals rooms
contain materials that may need to be accessed by Library staff during the reserved
timeslot. All efforts will be made to be as unobtrusive as possible.
All programs must be scheduled to end at least 15 minutes prior to Library closing
times. The rooms must be returned to their original condition and vacated by
the posted Library closing time.
Third floor meeting rooms (Community Room, Local History Room, and the Conference
Room) will be available during the posted hours of operation of the Library
as well as before and after hours when an appropriate reservation has been made.
No custodial services are provided in connection with the use of the rooms.
The Library staff provides no furniture moving or hospitality services. The
group making the application shall be responsible for topical cleaning of the
room immediately after use and for the disposal and removal of all trash. All
furniture is expected to be returned to its original configuration at the end
of the function.
No food or beverages shall be allowed in the meeting rooms unless the Library
Director or staff grants express permission.
Liquor may be permitted in the Library with the approval of the Library
Director and in accordance with the Library's Policy on Alcohol Use [See Mahopac
Public Library Policy on Alcohol Use, adopted 2006].
Smoking is prohibited in the Library and in those areas adjacent to the Library
where tobacco smoke may accumulate or drift back into the building. [See Mahopac
Public Library Policy on Smoking adopted May 28, 1997.]
All members of the group are expected to abide by the Mahopac Public Library
Code of Conduct [adopted February 16, 2000] and its emergency procedures. Users
must vacate these rooms in the event of a fire alarm or other emergency.
EQUIPMENT
The Library is not responsible for providing any special equipment for a group’s
use. Groups are welcome to bring their own audio-visual equipment. If a group
wishes to use Library-owned audio-visual equipment, it must make arrangements
at least one week in advance. (Please request an equipment list and associated
fees.)
FEES
Fees for room use during hours of Library operation are as follows:
Commercial groups: $125 for each block of four (4) hours or fraction thereof.
Fees for room use before or after hours of Library operation are as follows:
An additional $50/hour will be charged.
Policy Adopted: May 26, 2004
Revised: August 25, 2004; March 22, 2006; July 12, 2006
The current Schedule of Fees accompanies the Application
for Meeting Arrangements. Fees for room use are expected to be paid
48 hours prior to confirmation.
Groups that intend to use a meeting room before or after regular Library hours
must make prior arrangements with the Library Director. In the case of such
before or after hour usage, an additional fee will be charged to any group (not-for-profit
and commercial) to cover the cost of staff who remain in the building.
LIABILITIES
The Library allows the use of its facilities with the understanding that
the Library accepts no responsibility for the personal safety of any person,
either inside or outside the building, during that use. The Library is not responsible
for damage, loss, or theft of personal property.
All users agree to hold the Library harmless from any loss, damage, liability,
costs and/or expense that may arise during or to be caused in any way by such
use of the Library facilities.
All groups agree to compensate the Library for any damages to the meeting room(s)
or other property of the Library caused by, or resulting from, the use of the
meeting room.
All groups must submit a Certificate of Liability Insurance form from an insurance
company acceptable to Mahopac Public Library showing minimum limit of $1,000,000,
which includes Mahopac Public Library as an additional insured, and providing
contractual liability for the hold harmless agreement, which is acknowledged
in this policy. The certificate will be provided to Mahopac Public Library prior
to the first use of the premises.
Should the Mahopac Public Library waive the insurance requirement, it is agreed
that this will not waive the hold harmless agreement. (See attached Hold
Harmless Agreement.)
PUBLICITY
For non-Library related programs, all advertising and publicity material must
be submitted to the Library Director for approval two weeks prior to distribution
and/or publication. Groups or individuals using the meeting rooms may not imply
that the event is sponsored, co-sponsored, or endorsed by the Library in any
such advertising or publicity material.
Policy Adopted: December 15, 1999
Revised: May 26, 2004; August 25, 2004
Mahopac Public Library
CODE OF CONDUCT
Mahopac Public Library is to be used for library purposes only. Any behavior
which interferes or is not consistent with such use is not permitted.
The following behavior is not permitted because it either interferes with the
use of the library by others, is a health or safety hazard, or because it is
not consistent with the mission of the library. Failure to comply may result
in loss of library priviliges and/or legal action.
No activities which interfere with library uses.
No use of the library in bare feet.
No smoking in the library.
No playing audio equipment so that others can hear it.
No bathing in public rest rooms.
No aisles blocking that prevents access to materials and services.
No loitering, gambling, or soliciting.
No entering unauthorized workplaces or office areas.
The following behavior may result in criminal charges:
Loud, abusive, aggressive, threatening, or obscene language and/or
behavior (Disorderly Conduct)
Destroying or damaging library books, materials, furniture, or other property
(Criminal Mischief)
Using or distributing illegal drugs (Criminal Possession of a Controlled Substance)
Tampering with or attempting to circumvent the library security system (Petit
Larceny)
Tampering with, altering, editing, or damaging computer hardware and/or software
(Computer Related Offenses)
EVACUATION
If the library must be evacuated, you will hear the fire alarm and/or a staff
member at the circulation desk will make the following paging announcement over
the phone system: "This is an emergency. You must evacuate the building
by the nearest exit immediately and in an orderly fashion."
All patrons must move out of the building by either the fire exits or the main
doors.
Leave the building and join others gathering at the far end of the parking lot,
near the sidewalk bordering Route 6 but not blocking the entrance to the parking
lot.
Do not loiter in the lot or in front of the building. Arriving emergency equipment
will need a clear space in which to operate.
You will be encouraged to drive away from the area very carefully since emergency
vehicles will be arriving, possibly from several different routes.
Please wait for instructions from the staff member in charge before leaving
the area or reentering the building.
