Martin Regional Library Meeting Room Procedures Agreement
You must review these procedures and submit the form at the bottom in order to proceed to the scheduling form.
Rooms are booked on a first-come, first served basis. We restrict each group or organization to 12 bookings, whether they are daily, weekly or monthly. Organizations wishing to book more than one room at a time reduce the total number of bookings available to them.
Rooms must be left as neat and clean as you found them and must be returned to their original configuration when meetings are finished. Please report damage to the room, doors, furniture, etc. as soon as possible and before leaving the library. The group using the room at the time damage occurs is responsible for the cost of repair.
Light refreshments may be served. Alcoholic beverages are not permitted.
No admission may be charged for any functions held in Library meeting rooms. All meetings are open to the public.
Groups may not use the library meeting rooms to promote a service nor sell a product.
Advertising and/or publicity for meetings must be approved by the Executive Office. Advertising and/or publicity without approval can result in a loss of privileges. Use of a meeting room by a group or organization is not an endorsement from the library of the group’s activities.
Meetings and set up for meetings may not begin before the library opens for normal business. Meetings and clean up must be finished in time for group members to exit the building by closing time. Meetings must take place in the confines of the room and may not spill over into library workspace. Groups are not allowed to switch meeting rooms nor occupy empty rooms without prior approval.
Noise from meeting rooms must not interfere with regular library business.
If your meeting is cancelled, please notify us as soon as possible so we can make the room available to other groups. Future bookings may be cancelled if a group fails to show a total of three times in a given calendar year.
Smoking in the library is not permitted under Oklahoma state law; that is, within 25 feet of the library’s entrance.
Lit candles are not allowed.
Materials are not to be attached to walls, windows, doors, or furnishings by any means (tape, nails, tacks, adhesive gum, etc.) If requested, the library will provide easels or masking tape. Signs may not be posted on our lawn.
There will be a $20 replacement fee for lost keys or swipe cards.
The library reserves the right to move groups with small attendance to a smaller, more appropriate room where applicable. All groups are required to report the number of people attending by the end of each meeting.
The library reserves the right to request changes in meeting room schedules if a conflict with library programming should develop.
To book a room, a group must have a current copy of this document on file and be in good standing with the library.
All meetings must end 15 minutes prior to closing. On Friday, Saturday, and Sunday meetings will end at 4.45 p.m. and on weeknights (Monday-Thursday) all meetings will end at 8.45 p.m.
I have read and agree to comply with the policies & procedures listed above.