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Meeting Room Rentals

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D. Room Use

1. Room Rentals The following are available for rent at the Laredo Public Libraries: Multi-Purpose rooms, meeting rooms, computer labs and classrooms. Rooms are available for non-profit and profit making organizations and may not be used for social, religious, political or commercial purposes. A non- profit organization must be a 501(c)(3) as defined by the IRS. A copy of the organization s current IRS 18 501(c)(3) status letter must accompany all applications. Profit-making organizations may use rooms for meetings or staff training sessions. Sales, distribution or promotion of merchandise for sale is not allowed. Individual profit-making organizations will be approved to use rooms no more than quarterly.

Any exhibition of copyrighted material i.e., video, music, documents, etc. must comply with United States Copyright Laws, which include Public Performance Rights. Proof of copyright compliance must be submitted at the time of room reservation.

Room use fees must be paid within two (2) weeks of application s approval. Reservation is not guaranteed until payment is received. Additional equipment use fees will also apply (See Fines, Fees and Personnel Services Schedule). Payments must be made in the form of a money order or check. Cash is not accepted. Failure to submit payment will result in the cancellation of the application. Cancellations must be submitted in writing. Fees paid will not be applied to future room rentals. Refund of total fees paid including those for equipment rental are made according to the following cancellation schedule:

" 61  90 calendar days in advance ...100%
" 31-60 calendar days in advance .... 75%
" 22-30 calendar days in advance .... 50%
" Under 21 calendar days ...no refund

All Library-sponsored programs or functions take precedence over new applicants for room use. All government entities including City Departments are also assessed fees and must also comply with all other requirements as stated herein.

Rooms will be reserved no more than three (3) months but at least two (2) weeks in advance. The application form will be filled out and signed by an authorized representative of the organization and approved by a Library staff designee. The application form is available at the circulation desk or online at ww.laredolibrary.org. Applicants must select from available room setups. Special setups or reconfigurations will be accessed an additional fee. Reservations are made for one (1) - four (4) hour interval and include applicant preparations. An adult must sponsor and supervise youth groups. A ratio of one (1) adult per twenty-five (25) students is required. An authorized representative of the organization must be present one (1) hour before the scheduled event to confirm that setup and equipment requests are in order. No last minute set up changes or equipment requests will be honored.

Refreshments are not permitted in meeting rooms, the computer labs or the classrooms (No Exceptions). Refreshments are permitted in the Multi Purpose Rooms but require prior Library Administration approval. Drinks containing red dye or greasy foods are strictly prohibited (No Exceptions). Menus must be submitted along with room application. Applicants will be notified within twenty-four (24) hours of application submittal. No alcoholic beverages are permitted without special permission from the City Council.

All meetings will be free and open to the public. Admission fees will not be charged. Meetings will end fifteen (15) minutes before the Library closes. Meeting rooms, the computer labs and the classrooms are available only during regular Library operating hours. The Multi-Purpose Meeting Rooms may be used beyond normal library hours with prior Library administration approval. Use of the room beyond normal Library hours will require additional fees for security services (See Fines, Fees and Personnel Services Schedule). The Library will contract security. One (1) security guard per one-hundred (100) persons attending a function is required. The rooms must be left clean and in an orderly condition and will be inspected to insure readiness for the next group. An additional fee will be accessed if room is not left in its original condition. The classrooms and meeting rooms are equipped with tables and chairs. If furniture is moved, it must be returned to the original configuration before leaving. The City of Laredo and the Laredo Public Library are not responsible for accidents or injury caused by re-configuration of furniture set-up.

Groups using the classroom agree to indemnify and hold harmless the City of Laredo and the Laredo Public Library, its agents and its representatives from any and all suits, actions, claims, or demands of any character or nature arising out of, or brought on by, any injuries or damages ÿ19 sustained by any person as a consequence, or result of the use of the room, its furnishings or equipment. Groups using the classroom are responsible for the condition of the room. They will be billed for any damages to the room as a result of their use. Items to be displayed shall not be taped or tacked to walls or moldings. The Library assumes no responsibility for any materials on display or items left behind.

Group conduct is the responsibility of the presiding officers or the contact person. The Library Director or designee will refuse application for any particular room if its intended use will disrupt the normal use of the Library. Disruptions include excessive traffic through common areas, distracting visuals or sound effects which attract attendees in excess of posted occupancy loads. The maximum occupancy for the Multi-Purpose Room is three hundred-fifty (350) persons depending on room configuration. Individual participant s misbehavior will result in expulsion and/or will result in denial of future use for the organization.

By applying for use of a room the sponsoring group acknowledges that the City of Laredo and the Laredo Public Library does not sponsor its activity. It also agrees that the City of Laredo and the Laredo Public Library will not be identified as parties associated in any way with the group s activities in any of its literature or publicity. The Library administration reserves the right to deny or withdraw permission for the use of any room to any organization that violates Library policies and procedures or if the room is needed for emergencies.

 

2. Study Rooms Study rooms are available on a first-come first-served basis. Study rooms have maximum occupation loads posted which will not be exceeded. Study rooms equipped with computers are restricted to patrons age 18 and above. Study rooms will not be used for commercial purposes. Library Administration will set time limits depending on demand. Due to high demand patrons may not reserve study rooms in advance. No refreshments or food are permitted. Study rooms must be left clean and in an orderly condition. Individuals or groups will not disturb other Library patrons. Library Administration reserves the right to deny use or terminate use of study rooms if they are being used for activities other than their intended use, or to any individual or group that violates Library policies and procedures.

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