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City of North Platte: North Platte Public Library:Policies: Meeting Room FAQs
Using the Library Meeting Room
Frequently Asked Questions (FAQs)
Who can use the meeting room?
The meeting room is open to all groups in the community,
regardless of the beliefs and affiliations of their members. When not in use
for library sponsored events, the meeting room is available for educational,
civic, social or cultural purposes.
Can a "For-Profit" group use the meeting room?
Yes. However, please note that meetings must be open to the public.
Public attendance cannot be restricted through tuition or admission fees.
How do I schedule a meeting?
Contact the North Platte Public Library during normal business hours (308-535-8036) to book
the meeting room or obtain information about the meeting room. The scheduling of the
meeting room is the responsibility of the Technology Learning Center Staff.
If the staff are in doubt as to whether or not a group can use the meeting room,
it is referred to the Library Director for determination.
Library sponsored events have first priority for use of library facilities.
Events may be scheduled up to three months in advance.
When is the meeting room available?
The meeting room is available during
regular library hours
for groups or organizations in the community. Meetings must conclude at least 15 minutes
prior to the library's closing time.
Is there a charge for using the meeting room?
Yes. The use fee depends on whether the group is non-profit or for-profit.
Non-Profit Groups, defined as literacy oriented, 501(c)3, educational, governmental,
or civic/community, will be charged a Single Use Fee of $5.00 per event or an
Annual Use Fee of $25.00 per year. The year is defined as January 1st through December 31st.
For-Profit Groups will be charged a Single Use Fee of $25.00 per day if the
meeting length is 3 hours or less per day; OR $50.00 per day if the meeting room
is used more than 3 hours per day. Setup & cleanup time are included in the
total time for the event. The meeting room may be used for social events (card parties, birthdays, etc.)
for a fee of $10 per use. Library related groups such as the Friends of the Library or
the North Platte Genealogy Society are exempt from the Meeting Room charges, however,
the refundable custodial deposit of $10.00 applies to ALL groups.
What do I do when my meeting is concluded?
At the conclusion of your meeting, return the room setup (i.e. tables, chairs, equipment, etc.,)
to the way the room was previously arranged. At least 5 minutes before closing you should
notify the circulation desk that you are ready for a meeting room inspection.
A library staff member must approve the room condition before the custodial deposit is given
back to the person/organization responsible for the meeting or event.
What is the Refundable Custodial Deposit?
The $10.00 refundable custodial deposit is required from ALL groups.
This deposit must be paid at the circulation desk before your meeting begins
on the day your meeting takes place. Failure to pick up your deposit at the
circulation desk by closing time the day of the meeting, will result in loss of the
deposit as a donation to the library fund. Groups are responsible for leaving the room
as it was previously arranged. This includes:
- Returning the chairs, tables, and/or equipment to their original designated location.
- Picking up trash.
- Vacuuming, if needed.
In the event that any items listed above are not satisfactorily completed,
the problem should be corrected before the group leaves or the deposit will not be refunded.
This deposit covers library staff time spent putting the room back in order, as well as any
additional cleaning if the organization does not return the room to an approved state.
If staff are required to stay past the closing time of the library to inspect the meeting room,
the custodial deposit will be forfeited to the library.
Are food and refreshments allowed?
Coffee, soft drinks, and/or "light snacks" may be served during the meeting.
Associated refreshment equipment is the responsibility of the group hosting the meeting.
Please keep ALL food and drinks inside the meeting room. Beverages containing alcohol
cannot be served on city property. The North Platte Public Library is a smoke-free building.
What happens if I need to cancel a meeting?
Groups canceling a scheduled meeting must report the cancellation to the library (308-535-8036).
If the meeting is cancelled within three (3) days of the meeting date,
the group forfeits the meeting room fee. If the group cancels more than three (3) days
in advance or must cancel at the last minute due to inclement weather, the fee will be refunded.
OTHER MEETING ROOM RULES:
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Use of the meeting room for political campaigning is not permitted.
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No meeting that interferes with the services, operations and purposes of the library is allowed.
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No user of the meeting room is to imply or represent in any way, that their activity is sponsored
by the North Platte Public Library without the express written consent of the Library Director.
No publicity in connection with any meeting to be held at the Library is to make reference to
the Library except to designate the meeting location.
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The Meeting Room capacity may not exceed 75 people due to the occupant load certificate.
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Available equipment includes: Television and VCR, Overhead Projector, Screen, Podium,
Easel (no paper provided), Telephone Jack, 9 light-weight tables, and 50 plastic chairs.
Printable Meeting Room Brochure
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