Last revised October 17 and November 14, 2006.

USE AGREEMENT for MEETING ROOM and RELATED EQUIPMENT

(We / I ), the undersigned, have read and agree to the following considerations relating to use of Kilgore Memorial Library’s meeting room(s), and related equipment.   We will report to the library the number attendees for the meeting(s) covered by this agreement.

1. The Public Library meeting room(s) shall be available for public meetings and exhibitions of a civic, cultural or educational purpose appropriate to the facility.

2. Groups using the meeting room(s) may not charge admission, except to cover the cost of not-for-profit activities. Groups may restrict attendance to their own membership.

3. Advance registration of the meeting room(s) and approval of the same is required.   A group’s representative will complete the Meeting Room Use Request Form.   Recurring reservations are accepted for a calendar year. Reservations to meet more than twelve times per year shall be made only by special arrangements with the Library Director.

4. A calendar of the room(s)’ schedule is kept at the library circulation desk.   Scheduling priority is given to library programs and to meetings scheduled by City agencies.   Preference is given to meetings which are open to the public.

5. School age groups using the room(s) must have an adult sponsor present.

6. Groups may use the meeting room(s) any time during regularly scheduled library hours.   Meetings to be held outside the library’s regular hours require special advance arrangements with the Library Director and will involve a service charge as set by the Board. Staff cannot stay beyond scheduled open hours to accomodate meetings running beyond posted closing times.

7. Individuals and groups using the meeting room(s) and exhibit areas are responsible for their own property.   Each user is responsible for leaving the room(s) in good condition.   Tack strips, portable bulletin boards and easels are available for temporary postings.  The library has a selection of equipment and services available for use in the meeting room(s) including lectern with amplifier and microphones, overhead and opaque projectors, television with VCR and DVD players, computer projector, cable TV access, and internet access.   Meeting room users are responsible for any such equipment used in the meeting room(s).

8. As a general rule only light refreshments may be served in the meeting room(s).   If additional food is necessary, arrangements must be made with the Library Director.

9. No smoking is allowed in the library.

10. Library staff and Friends of the Library coordinate scheduled displays in the hall gallery and Elmer Baker Memorial display case.

11. Groups using the room(s)can request to have their meeting(s) added to the library event calendar.

(We / I) request use of the following equipment in conjunction with use of the meeting room(s). We accept responsibility for this equipment and will reimburse the library or replace this equipment in case of damage or loss while we are using it.  We have received a copy of this agreement.