Using the Meeting Room

Meeting Room Reservations

To see the official meeting room policy and sign the use agreement, come by the library.

The Library encourages community groups to use the meeting room. Library conference rooms are also available for small group meetings during library hours.

The Library has one large conference room and two small conference rooms available for use.

Who may use the meeting rooms?

Area community groups sponsoring educational, cultural, charitable, governmental, and civic non-profit functions.

Individuals may use the small conference rooms for private study if they have not been reserved by another group.

Library-sponsored programs and library related activities are given priority where scheduling conflicts arise.

Reservations

  • Groups may reserve a meeting room for 3 meetings at a time.
  • Reservations can be made up to 6 months in advance.
  • Contact the library director to make reservations.

Deposits

We require a $25 deposit to hold a meeting room. If you are holding more than 1 meeting in a year, we require a $50 deposit.

After Hours Meetings

During meeting scheduled after regular library hours, a library staff person or board member will be present to open and close the building. Because of the additional staffing requirements, there is a $25 per hour fee for after hours meetings.

Room Set Up Is Your Responsibility

You are responsible for both setting up the meeting room and for returning tables and chairs back to their original places.

Equipment and Technology

You must schedule the use of library equipment such as projectors, etc. in advance. The operator must be properly qualified to use the equipment. You may bring in your own equipment if you make arrangements with the library manger at the time of scheduling.  The library has a projector, projector screen, and DVD player.  If needed, conference room users must provide their own laptop.

Refreshments

You may serve light refreshments.

  • You are responsible for food and refuse disposal, including the removal of food waste from the trash can to the parking lot dumpster.
  • The library expects the room, tables, and chairs etc will be left clean after the meeting or event.
  • Alcoholic beverages are not permitted without prior approval from the Library Board.

Meeting Room Responsibilities

Each sponsoring group using a library meeting room is responsible for leaving the meeting room in proper order. Any lost or damaged furniture, equipment, damage to walls, etc. is the responsibility of the sponsoring group.

Please notify the library staff of any spills, stains, or other mishaps or incidents. Proper care of the facility ensures continued use for future events.

Use of tobacco is not allowed anywhere in the building or within 25 feet of any door.

No library equipment, library furnishings or library material in any of the library meeting rooms may be removed from the library.

The Board of Trustees of the library reserves the right to deny use of the library meeting rooms to any sponsoring group which knowingly violates any of the above guidelines.

Use of the library meeting rooms by any sponsoring group does not necessarily constitute an endorsement of that sponsoring group’s policies or beliefs by the Montfort & Allie B. Jones Memorial Library, the board of trustees or by the city of Bristow.