Meeting Room

FYI

• The meeting room will seat 48 people.

• The children's room will seat 10-12 adults around tables and is available during library hours only.

•  Meetings may not be scheduled before 8:30am.

• We schedule only two months in advance, and library events have priority.

• The meeting room is not available for purely social events (ex: birthday parties, bridal or baby showers, etc.).

• A reservation form will need to be completed for each reservation.

• Meetings must take place in the meeting room or in the children's room.

• Meetings anywhere else in the building disturb other library patrons and limit access to the area where the meeting is being conducted.

 

Meeting Rooms and Policy
The Madison Public Library has two rooms that may be used as public meeting areas—the Children’s Room and the larger Meeting Room.

Priority is given to programs sponsored by the library when scheduling the use of the library’s meeting rooms. If not reserved for library purposes, the meeting rooms are available for public gatherings of civic, cultural, or educational nature. Meetings for commercial purposes do not fit the program of the public library. There may be no fund raising except where the group’s purpose is the betterment of the library, promotion of fee-based products or services, sale of items on the premises, or admission fee charged.

Meetings may be held only during regular hours of library service and staffing.

Any group or persons conducting a meeting will have access to the facility only during the time period designated on the reservation form. Meetings must be concluded so that all participants may exit the library no later than the normal library closing time on that day. Please allow time needed for setup, cleanup and related support services when scheduling the meeting rooms. Any group or persons whose meeting is scheduled earlier than the regular hours of library service and staffing, or whose meeting continues past the closing time, will be charged a $25.00 per hour fee for any part of an hour.

The fact that a group is permitted to meet in the library does not in any way constitute an endorsement of the group’s policies or beliefs.

Request for reservation of the meeting rooms should be made at the Library. An application form must be completed before scheduling is confirmed. Requests are handled on a first come, first served basis. A meeting cannot be scheduled more than 90 days in advance and should be scheduled at least three days before the meeting date. Light refreshments may be served but no cooking other than hot drinks will be allowed in the meeting rooms.

 

Sponsoring groups are responsible for cleanup and will be billed for any special cleaning necessary.

Seating arrangements and other physical arrangements are the responsibility of the organization using the meeting rooms.
Alcohol and tobacco use are not permitted.
The Library’s Board of Trustees reserves the right to deny or revoke permission to use the meeting rooms. An organization may request a waiver of these policies at a regularly scheduled meeting of the Board of Trustees.

Group members are responsible for the supervision of their children while using the meeting rooms.
 

Adopted 3/2010