New Berlin Library

Meeting Room Policy

Last Updated Date

July 26, 2023

Introduction 

As a public institution dedicated to free expression and free access to ideas presenting all points of view concerning the problems and issues of our times, the meetings rooms in the New Berlin Library (NBL) are available on equal terms for the lawful activities of all community groups, regardless of their beliefs or affiliations. All meetings must comply with the New Berlin Library Code of Conduct. Violations of this policy or the Code of Conduct may lead to immediate termination of the meeting and/or loss of future meeting room privileges. Appeals may be made within 5 days to the Library Director who may, at their discretion, bring the matter to the Board of Trustees if a resolution cannot be reached. The use of the meeting room is based on availability.

Available Meeting Rooms/Spaces

  • Community Room (36-person Limit)
  • Old Kitchen (10-person Limit)
  • NY Room (10-person Limit)

Availability/Eligibility:

Library community meeting rooms may be available for programs conducted or sponsored by NBL and are also available for use by others for educational, cultural, recreational or civic purposes.

  • Programs of the New Berlin Library and all library-sponsored programming receive first priority of meeting rooms.
  • Meeting rooms/spaces are available to organizations on a first come, first served basis based on receipt of request via telephone (607-847-8564) or email (nb.michelle@4cls.org). 
  • The organization booking the room is responsible for supplying an interpreter if one is requested.   
  • Sponsor organizations are responsible for enforcing existing safety regulations, Meeting Room Policies and the NBL Patron Code of Conduct. 


Meeting Room/Space Policies

  1. Exits and entrances must be kept free of obstruction.
  2. Meetings should not disrupt ordinary library activities.
  3. At the start of each meeting, the sponsor organization should identify emergency exits for attendees.
  4. Illegal activities—including the use of alcohol or illegal and/or recreational drugs or the possession of weapons of any kind—are prohibited on Library property.
  5. Smoking, vaping, and the use of smokeless tobacco are prohibited on Library property, both inside and outside of the building.
  6. Organizations MAY NOT charge an entry fee to attendees.
  7. No group or individual may solicit for donations within the library except the New Berlin Library.
  8. The meeting rooms are not completely soundproof. Please do not speak or use electronic devices at a volume that disturbs other patrons.
  9. Drinks in closed containers such as covered cups, cans or water bottles are allowed unless noted. Light refreshments (i.e. cake, pizza, fruit or veggie tray) may be served in Community Room and Old Kitchen but not the NY Room.
  10. Organizations are responsible for setup, clean up and leaving the room in standard configuration when they are done with the space.  Any group not leaving the room in a reasonably clean and orderly condition will be notified that a second offense will result in the loss of future meeting room privileges. 
  11. Use of the meeting rooms does not reflect the library’s endorsement of any particular program, position, or purpose of any person or organization. To that end, Meeting room users may not create public announcements, fliers or other materials implying that the library has endorsed any meeting room use, unless all parties have made a formal collaboration agreement in writing in advance. 
  12. Promotional materials should clearly indicate the name and contact information of the sponsor organizations and any organizations affiliated with the program. 
  13. Please do not put up any signage in the meeting room windows or on doors except for directional purposes. 
  14. Library meeting rooms may NOT be used for commercial purposes, solicitation of business, or non-NBL fundraising.
  15. Any third parties presenting on behalf of the sponsor organization must be aware of the New Berlin Library Meeting Room Policy, Code of Conduct, and safety regulations.

Scheduling

  • All meetings must be scheduled during normal operating hours. Exceptions are made for Library related meetings and programs. 
  • There is no fee for reserving and using NBL Meeting Rooms. Setup, cleanup, and restoring the room to standard configuration are the responsibility of the individual/group reserving the space. Time to accomplish these tasks must be included in the hours requested. 
  • Meetings must be completed and the room must be vacated 15 minutes before library closing time.
  • Reoccurring scheduling, such as monthly meetings, can be accommodated.

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Liability:

The representatives of the Group, who are authorized to make such an agreement, must agree to the terms of use. The Group agrees to indemnify and hold the New Berlin Library, Library Board of Trustees, employee and/or agent thereof free and harmless from any and all loss(es), penalty(ies), damage(s), settlement(s), cost(s), charge(s), professional fee(s) or other expense(s) or liability(ies) of every kind arising from or relating to any and all claim(s), lien(s), demand(s), obligation(s), action(s), proceedings or causes of action of any kind in connection with, or arising directly or indirectly from the usage of the room including negligent error(s) and/or omission(s) and/or act(s) by the Group, including Group’s employees and licensees or invitees.

Posted on by Michelle Priola