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What are the rules for using the Norman Library meeting rooms?

Norman Public Library Meeting Room Policy

The Norman Public Library encourages the public use of meeting rooms as gathering places to exchange ideas, access and share information and participate in programs created for public enjoyment.  The Library’s meeting rooms are available for use by community organizations and individuals for educational, cultural, and civic purposes. 

Because the Library’s facilities are currently limited due to increasing demand and decreasing space, meeting rooms may no longer be scheduled for purely social purposes.  This includes baby showers, birthday parties, family gatherings, and other celebratory occasions.  The meeting rooms may not be used for commercial purposes or for programs designed to promote the purchase of products or services.

Scheduling priority is given to programs and meetings sponsored by the Library and the City of Norman. Permission to use a Library meeting room does not in any way constitute an endorsement by the Library of the group or individual’s policies or beliefs and no claim to that effect or Library sponsorship may be used, explicitly or implicitly, in advertising.

Further, the undersigned, on behalf of themselves and the group reserving the meeting room, agree to monitor the activities of the participants in the programs and activities to minimize the risk of injury to myself and the participants. With respect to any loss or injury arising from the programs and activities, I agree to release PLS and the city or town from any liability and to indemnify and hold harmless PLS and the city or town for any such claim.

No charge is made for the use of the rooms, but all uses are subject to the following conditions:

 

a)  Meeting rooms may be reserved only by valid Pioneer Library System card holders.

b)   All meetings must be free and open to the public. 

c)   No admission shall be charged for any activity in the rooms.  No services or products may be bought or sold to the public, unless the organization is affiliated with the library or the City of Norman.   No dues or sign-up fees may be collected by an organization while in the room.

d)   Set up of tables and chairs are the responsibility of the user. No library personnel are available to assist groups.  This includes arranging rooms, carrying supplies, and giving technical support.

e)   Materials are not to be attached to walls or windows by any means (tape, nails, tacks, adhesives, etc.)  If requested, the library will provide easels.

f)   Meetings must be concluded and the room returned to its original condition prior to the end of the Library’s business day.  Failure to do so may result in the loss of meeting room privileges.

g)   Food may be served in the rooms.  Groups are responsible for the disposal of all food and trash in the dumpster to the north of the building. 

h)   If any damage or loss occurs, the group using the room must pay for the repair or replacement of the items.

i)    All meetings must be held during library hours.  Exceptions must be cleared through the Branch Manager.

j)    The Library reserves the right to move groups to other rooms when necessary.

k)   The Library Branch Manager reserves the right to cancel any meeting should conditions or situations warrant such action.

l)    An adult leader shall be present at all times and be responsible for the supervision of any groups of children under the age of eighteen.

m)  The following items are prohibited in Library meeting rooms:

Red punch, cooking, alcoholic beverages, illegal substances or drugs, firearms, open flames, including the burning of candles or tea lights, excessive noise levels, smoking.

 

Reservations:

 

a.   Each group or individual is required to fill out a registration form prior to each meeting.  The form must be signed by an adult (age 18 or older) with a valid Pioneer Library System card.

b.   Rooms may be reserved up to three months in advance for one meeting and one room at a time. By necessity, meetings currently are limited to 4 hours per day.  Exceptions may be made by the branch manager.

c.   In the event that meeting room A/B is not in use by a registered group, the room may be used by a registered individual adult (age 18 or older). However, the room may not be reserved in advance for individual use.

d.   Requests for use of equipment must be made at the time of the room reservation.  Available equipment is listed on the registration form.  All equipment remains in the library.

e.  The Library will confirm the reservation with the contact person.

 

The Norman Public Library has two meeting rooms:

Room A/B, capacity of 50

Lowry Room, capacity of 197

 

Norman LibraryBoard Approved February 26, 2007

Updated,  Norman Library Board, August 16, 2010

 

Click here to access the online Meeting Room Request Calendar

What are the rules for using the Moore Library meeting rooms?

Moore Public Library Meeting Room Guidelines

Community organizations are encouraged to use the meeting room facilities at the Moore Public Library for educational, cultural, and civic purposes. There is no fee for using the meeting rooms, but use is subject to the following conditions:
 

1. To reserve a meeting room, individuals or organizations must contact the library staff and complete a registration form prior to the meeting. Registration forms are renewed each year.

2. By submitting a room request electronically, individuals agree to abide by these guidelines.

3. If a meeting request does not comply with the guidelines, access to the room will not be granted.

4. Priority is given to programs and meetings sponsored by the Pioneer Library System and the City of Moore.

5. All events must be free and open to the public.

6. Participants, activities, and noise level must be confined to the booked room.

7. No event may seek to make a sale, unless the organization is affiliated with the library.

8. Only one meeting may be scheduled at a time.

9. A meeting may be scheduled up to 90 days in advance.

10. No alcohol or drugs are permitted. No weapons are allowed.

11. Meetings and events must be concluded and the room returned to its original condition 30 minutes prior to the end of the Library’s business day.

12. All organizations and individuals must comply with The City of Moore Fire Code (No open flames, candles,or tea lights are permitted and room occupancy guides must be obeyed).

13. Inflatables are prohibited in all rooms as well as the outside areas of the library.

14. If any damage or loss occurs, the group using the room must pay for the repair or replacement of the items.

a. The contact person accepts responsibility for the meeting room facility and will:
i. Notify the library of any change in the meeting schedule.
ii. Will be notified of any library initiated schedule changes.
iii. Will be contacted for public or media inquires regarding the meeting or organization.

15. All organizations and individuals will conduct programs and activities in facilities owned or operated by Pioneer Library System and the city or town that is a member of PLS. I agree to monitor the activities to minimize the risk of injury to myself and to the participants. With Respect to any loss or injury arising from the programs and activities, I agree to release PLS and the city or town from any liability and to indemnify and hold harmless PLS and the city or town from any such claim.

16. Sponsoring organizations or individuals are responsible for the deposit of all trash in containers

17. Sponsoring organizations or individuals arrange furniture and return it to the original location.

18. Capacity:

a. Rooms A & B: 75 people (banquet style) or 150 (audience style) each and can be combined
b. Story Time Room: 100 people audience style.
c. In setting up tables, a 48inch aisle between tables must be allowed for access. In setting up chairs for audience style seating, a 35inch aisle must be allowed for access to exits.

19. The Moore Public Library reserves the right to cancel any event for any reason.

Click here to access the online Meeting Room Request Calendar

What are the rules for using the McLoud Library meeting room?

1.    The Milburn Meeting Room at the McLoud Public Library is available for reservation and use by members of the public according to the following rules and regulations:  

           a. All meetings and gatherings held in the library must be free and open to the public at all times.  Meeting rooms may not be reserved for commercial purposes.  No products or services may be bought or sold to the public unless the selling organization is affiliated with the library.  

          b. Each group desiring to reserve a room shall designate a single person that will make the reservations and will serve as contact person for the group.  This person shall be personally responsible, on behalf of the group, for returning the facilities in a clean and undamaged condition.  Failure to comply shall result in loss of privileges for the individual and/or group.  Evaluation of the facilities will be made by library staff.

          c. The Milburn Meeting Room may be utilized between the hours of 8:00 am and 10:00 pm daily, excluding holidays.  Use of the meeting room when the library is not open requires a $25.00 key deposit.  The key must be picked up and returned in person for return of deposit.  Use of room at other times is subject to the approval of the branch manager.

          d. The meeting room may not be reserved more than six weeks in advance with priority given to meetings involving library business.  Only one meeting may be scheduled at a time.

          e. The person reserving the Milburn Meeting Room will be responsible for the comportment and demeanor of persons attending the meeting.  Meetings held during the operating hours of the library will conform to noise levels determined by the library staff.

          f.  No alcohol, illegal substances or drugs are permitted.  

          g. No firearms are allowed.

          h.  No open flames are permitted.

2. The City of McLoud and the Pioneer Library System reserve the right to refuse the use of the Milburn Meeting Room to any person or group who fail to agree to the terms of the reservation form which includes an assumption of liability and an agreement of indemnification.

3. The City of McLoud and the Pioneer Library System do not advocate or endorse the viewpoints of exhibits or exhibitors.


The undersigned warrants that their group will:

           a. Abide by all rules of the City of McLoud regarding the use of the Milburn Meeting room.

           b. Pay for all damages that are caused during the use of the facilities.

           c. Pay for cleaning of facilities if not returned in a clean condition.

           d. Pay for re-keying the locks if key is not returned after usage.

Further, the undersigned, on behalf of themselves and the group reserving the meeting room, agree to monitor the activities of the participants in the programs and activities to minimize the risk of injury to myself and the participants. With respect to any loss or injury arising from the programs and activities, I agree to release the Pioneer Library System and the City of McLoud from any liability and to indemnify and hold harmless PLS and the City for any such claim.

Click here to access the online Meeting Room Request Calendar

 

What are the rules for using the South Oklahoma City Library meeting rooms?

Southwest Oklahoma City Library Meeting Room Policy

 
Groups and/or individuals are encouraged to use the free meeting room at the Southwest Oklahoma City Public Library for educational, cultural, civic purposes, or social events. All events must be free and open to the public. No products or services may be bought or sold.
 
First priority is given to programs and meetings sponsored by the Library.
 
The City of Oklahoma City and the Pioneer Library System do not advocate or endorse the viewpoints expressed in meetings or by meeting room users, and no claim to that effect or to Library sponsorship may be used, explicitly or implicitly, in advertising.
 
The meeting room reservations may be made one at a time, up to 90 days in advance. Multiple reservations may be scheduled only at the discretion of the Library Manager or specified designee.
 
To reserve the meeting room, users may call the Library at 405-979-2200 during regular business hours or may book rooms online. Availability can be reviewed at www.justsoyouknow.us/sokc  If the room request does not comply with the guidelines access to the room will not be assigned.
 
The contact person for the reservation should check in at the front Customer Service desk each time they use the room.  The contact person should also let the front desk know when they are finished with the room.
 
Requests for use of equipment must be made at the time of the room reservation.  Available equipment is listed on the registration form.  All equipment must remain in the Library.
 
Groups or individuals who reserve the room are responsible for the arrangement of the furniture and agree to return it to the designated location. All equipment must be returned to its appropriate storage area after use.  Trash must be disposed of in the provided trash receptacles. Tables, chairs and floors should be clean and free of debris.
 
Meetings must be concluded and the room returned to its original condition with tables and chairs stored in their proper locations 30 minutes prior to the end of the Library’s business day.  Failure to do so may result in the loss of future meeting room privileges.
 
Adult sponsors must not leave minor youths or children in the meeting room unsupervised at any time.
 
No illegal drugs, alcohol, or firearms are allowed on the premises.  No tobacco use is allowed on the premises.
 
NOTHING may be attached to the walls, ceiling, doors, or lights. This includes decorations, streamers, etc. Helium balloons are prohibited. Inflatables and open flame including candles and tea lights are prohibited. Activity including signage and noise levels must be contained to the room reserved.
 
There are 20 tables and 120 chairs available for use. Please ask at the front desk for access to the tables.
 
The capacity of the individual rooms is 52.  The capacity for combined use of the rooms is 104.
 
If any damage or loss occurs, the group using the room must pay for the repair or replacement of the items, the cost of which is to be determined by either the City of Oklahoma City or the Pioneer Library System.
 
The contact person designated on the use agreement accepts responsibility for the meeting room facility and will:
 
a) Notify the library of any change in the meeting schedule.
b) Be notified of any library-initiated schedule changes.
c) May be contacted for public or media inquiries regarding the meeting or organization.
 
The group or individual contact on the room agreement agrees to monitor the activities to minimize the risk of injury to themselves or to the participants. With respect to any loss or injury arising from the programs and activities, the named group or individual agrees to release Pioneer Library System and the City of Oklahoma City from any liability and to indemnify and hold harmless PLS and the city from any such claim.
 

How does the PATRIOT Act impact my hometown library?

Under Section 215 of the federal USA Patriot Act (Public Law 107-56), records of books and other materials you borrow from or use in this library may be obtained by federal agents. This law also prohibits librarians from informing you if records about you have been obtained by federal agents. Questions about this policy should be directed to Attorney General of the United States of America, Department of Justice, Washington, DC 20530.

Section 214: Access to Records Under
Foreign Intelligence Security Act (FISA)
Allows an FBI agent to obtain a search warrant for “any tangible thing,” which can include books, records, papers, floppy disks, data tapes, and computers with hard drives.

  • Permits the FBI to compel production of library circulation records, Internet use records, and registration information stored in any medium.
  • Does not require the agents to demonstrate “probable cause,” the existence of specific facts to support the belief that a crime has been committed or that the items sought are evidence of a crime. Instead, the agent only needs to claim that he believes that the records he wants may be related to an ongoing investigation related to terrorism or intelligence activities, a very low legal standard.
  • Libraries or librarians served with a search warrant issued under FISA rules may not disclose, under penalty of law, the existence of the warrant or the fact that records were produced as a result of the warrant. A patron cannot be told that his or her records were given to the FBI or that he or she is the subject of an FBI investigation.
  • Overrides state library confidentiality laws protecting library records.

Codified in law 50 U.S.C., 1862.

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