Meeting Room Guidelines

The use of the library meeting space by any organization does not imply an endorsement of that organization's policies or beliefs by the Guthrie Public Library or the City of Guthrie.

The group making the reservation will be responsible for setting up the room, maintaining the room in a clean and orderly manner, removing trash, and returning tables and chairs to their original arrangements.

The group making the reservation is responsible for ensuring its program is in compliance with state and federal statutes (i.e. Open Meetings Act, Copyright Law, Americans with Disabilities Act, etc.).

The group will assume responsibility for any damage to the library and its contents caused by any group member or program attendee.

Call the library at 405-282-0050 to reserve the meeting room.


Reservations

Reservations for the meeting room must be made with a library staff member a minimum of 24 hours prior to room usage.

Groups may reserve the meeting room for no more than two meetings in any one month.

Persons under 18 years of age may not reserve the meeting room. One adult for every eight persons under 18 must sponsor activities for minors.

Should scheduling conflicts occur, library programs and activities will be given priority. No library program will be planned for a reserved date and time after a reservation has been confirmed.


Limitations and Restrictions

All meetings must be open to the public. Meeting facilities are not available to individuals for private parties, self-promotional activities, or other personal use.

Programs and activities held in the meeting room will have no arbitrary admission fees charged or special donations collected. Registration fees covering materials and/or speakers are permitted.

Buying and selling are not permitted. The meeting room will not be reserved for commercial purposes, excepting any commercial purpose which is merely ancillary to the main purpose of the public, educational, governmental, or charitable event or use or speech or program.

Tobacco products, drugs, and alcoholic beverages will not be permitted.

Groups may serve light refreshments. Jell-O and Kool-Aid may not be served because of the possibility of staining carpet and furniture. Groups must supply their own paper products, such as cups, plates, napkins.

Signs, posters, advertisements, and/or decorations will not be placed on walls inside or outside the building.

The secondary exit to the meeting room will be used only in case of fire or other emergency.

The number of persons using the meeting room will not exceed the seating capacity established by the Fire Marshal, which is 40 persons.

Flammable materials of any kind will be strictly prohibited.


Group Representative Responsibilities

If meeting room will be used following library hours (after 6 p.m.), the group representative will be responsible for securing the building.

Interpretation of this policy will be at library director’s discretion.



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Guthrie Public Library, 201 N Division Street, Guthrie, OK 73044

405-282-0050 (main)

405-282-2804 (fax)

In sponsorship with the Institute of Museum and Library Services, the Bill and Melinda Gates Foundation,
and the Oklahoma Department of Libraries.