Meeting Room Policy

Policy 304.0: Meeting Room Use
Revised: 5/19/2025

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Purpose

The Redford Township District Library (RTDL) provides meeting rooms to support educational, cultural, civic, intellectual, and charitable activities that reflect the Library’s mission and serve the community. These rooms are available equitably to organizations and individuals, regardless of affiliation or beliefs.

Use of a Library meeting room does not constitute Library endorsement of the organization’s policies, beliefs, or viewpoints.

Fees apply to all groups except designated Library program partners.

General Use Policies

1. Agreement to Terms: All applicants must read and agree to comply with these policies.
2. Permitted Uses: Meeting Rooms are intended for informational, educational, cultural, and civic purposes. Activities may include discussion groups, lectures, panels, seminars, and public meetings. Private social gatherings are not permitted.
3. Prohibited Activities:
   -Admission fees, fundraising, raffles, and solicitation are not permitted.
   -Sales are generally prohibited unless explicitly approved by the Director (e.g., an author selling books).
4. Political Meetings: Permitted if not for fundraising. Acceptable uses include issue discussions, forums, and internal organizational meetings.
5. Library Priority: RTDL-sponsored programs take precedence over other uses.
6. Use Limitations:
   – Limit of two meetings per group within any rolling 60-day period.
   – RTDL reserves the right to review and deny or cancel reservations at its discretion.
   – Meeting room usage is subject to building occupancy and parking lot capacity limits. The Library may deny or modify a reservation to ensure safety and availability for all patrons.
7. Advance Notice: Reservations must be submitted at least seven (7) days in advance. Same-day requests are not accepted. Contact the Library if you do not receive confirmation within 72 hours.
8. Closures: Rooms are unavailable during Library closures due to weather, emergencies, or other unforeseen events. RTDL will notify the contact person when possible.
9. Compliance with Law: Groups must comply with all local, state, and federal laws, including the Open Meetings Act if applicable. Meetings may not promote hate speech, incite violence, or disrupt Library operations. Violations may result in removal, cancellation without refund, and potential legal action.
10. Non-Discrimination: Meeting room use is granted on an equitable basis, regardless of the beliefs or affiliations of applicants. RTDL does not discriminate based on race, color, religion, sex, national origin, age, disability, sexual orientation, or gender identity.
11. Accessibility: RTDL meeting rooms and facilities are ADA-compliant. Groups must notify the Library in advance if specific accommodations are required. The Library will make reasonable efforts to assist.
12. Liability and Indemnification: Users must release and indemnify RTDL, its staff, and Trustees from any claims arising from use of the space.
13. Responsibility for Damages: Groups are responsible for fees, damages, equipment loss, and additional cleaning costs incurred during use.
14. Reservation Revocation: The Library may revoke meeting privileges at the discretion of the Director or Library Board. Use does not imply a lease or right of continued use.
15. Check-in Requirement: The responsible party must present ID at check-in, which will be held until the meeting ends. A staff member will inspect the room for prior damage. Additional fees for overtime or damage will be invoiced.
16. Wi-Fi Use: Public Wi-Fi is available in meeting rooms. RTDL is not responsible for connectivity issues. Users must comply with the Library’s Internet Use Policy.
17. Photography and Recording: Photography, filming, or audio recording must not disrupt Library operations or patrons and must comply with RTDL’s policies. It is the group’s responsibility to obtain participant consent where applicable.

Reservations

1. Room Availability:
   – Mon–Thu: 10:00 a.m. – 8:00 p.m.
   – Fri–Sat: 10:00 a.m. – 4:30 p.m.
2. Setup and Cleanup Time: Reservation times must include all setup and cleanup time. Groups will not be permitted to enter the room before their scheduled time and must fully vacate—including removal of personal items—by the end of their reservation.
   If a group exceeds its reserved time, an additional fee will be charged in 5-minute increments based on the room’s hourly rate:
   – Meeting Room North/South ($60/hour) = $7.50 per 5 minutes
   – Meeting Room North or South ($30/hour) = $3.75 per 5 minutes
   These fees will be invoiced after the event. Repeat violations may result in a revocation of meeting room privileges.
3. End of Use: Rooms must be vacated at least 30 minutes before closing.
4. Application Process: Reservations must be submitted via the Library’s online application form.
5. Minors: Minors may use rooms if they meet all policy requirements. A legal adult (18+) must sign the contract and remain on-site throughout the event. Children under 12 may not be left unattended.
6. Advance Booking: Reservations may be made up to 60 days in advance.
7. Approval Requirement: All reservations are subject to approval by RTDL staff.
8. Payment Timeline: Payment is due within two (2) days of notification of approval. Late payment will result in cancellation.
9. Cancellations:
   – Must be made at least 48 hours before the event for a refund.
   – Repeated cancellations may result in loss of privileges.
   – Library-initiated cancellations will be refunded.
10. No-Show Policy: If a group does not arrive within 30 minutes of the scheduled start time and fails to notify staff, the reservation may be canceled and the room reassigned. No refunds will be issued for no-shows.
11. Equipment Requests: Must be made at the time of reservation. A/V use may require advance training. No setup changes are permitted on the event day.
12. Technical Support: RTDL staff will not assist with patron-supplied devices or troubleshoot personal equipment.

Meeting Room Rules

1. Parking: Attendees should park in the Library’s north lot or use the designated overflow lot at the adjacent church. Please note that Library parking is public and available on a first-come, first-served basis. Availability of parking spaces is not guaranteed.
2. Food & Refreshments:
   – Light refreshments may be served (e.g. boxed lunched).
   – Groups must supply their own items and clean up afterward.
   – The serving area must be left clean; users are liable for related cleaning costs.
3. Food Limitations: All food and drink must remain within the Meeting Room.
4. Prohibited Items: Alcohol, smoking, vaping, and open flames are not allowed.
5. Cleanup: All brought-in items must be removed. The room must be restored to its original condition.
6. Liquid Disposal: Empty all liquids into provided sinks before discarding containers.
7. Wall Use: Do not attach items to walls, dividers, or wood surfaces. Damage will result in repair charges.
8. Conduct Expectations: All users must adhere to the Library’s Patron Responsibilities and Conduct Policy, as well as all Library policies.

Publicity Guidelines

1. The Library’s name, address, or contact information may not be used as the official address or contact point for any non-Library group.
2. Publicity for events held in RTDL meeting rooms must include the statement: ‘This event is not sponsored or endorsed by the Redford Township District Library.’
3. The applicant is the designated contact person and is responsible for responding to public inquiries. Library staff will not serve as contacts.

Room Fees

Meeting Room	Max Capacity	Fee/Hour
Meeting Room North/South	48	$90
Meeting Room North	24	$45
Meeting Room South	24	$45

Note: Maximum occupancy limits are based on fire code and building safety regulations. These limits also take into consideration available parking capacity to ensure a safe and accessible environment for all Library visitors. Groups may not exceed posted capacity under any circumstances.

Available Equipment

• Podium
• Handheld or lavalier microphone
• Dry erase easel with chart bar (bring your own markers/paper)
• Blu-ray player (with drop-down screen and projector)
• Laptop (or connect your own via provided cable)
• Drop-down screen and ceiling-mounted projector
• Sign-in table
• Refreshment table
• Chairs

Note: All equipment requests must be made at the time of reservation. Some equipment may require training prior to use.