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 Dedicatory plaque in Paul Siegmund Meeting Room, Beaufort Branch Library |
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Meeting Room Policy (revised 9/4/08) |
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When not in use for library sponsored events, the Beaufort County Library welcomes the public use of its handicapped accessible meeting facilities in keeping with the Library’s mission to “supply the materials and expertise to answer the needs of people for sound information, personal growth, and leisurely pursuits”. Meeting rooms are made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups. Permission to use a Library meeting room does not advocate or endorse viewpoints of meetings or meeting room users.
The meeting rooms of the Beaufort County Library are available for the following uses:
- Library sponsored or co-sponsored programs;
- Friends of the Library events;
- County and other government agency meetings and programs;
- Non-profit community groups with a cultural, educational, or community welfare emphasis;
- Commercial entities or professional practitioners that provide an educational opportunity related to his or her field of experience. In such a case, an educational opportunity offered by an expert provides benefit to the participant. However, no attempt to sell a specific product or service is permitted nor is solicitation of personal information;
- Pursuant to S.C. Code Title 8-13-765 (Supp. 2001), public facilities for political meetings and other campaign-related purposes as further defined in the Definitions section of this policy will not be allowed. Public facilities may not be used by “candidates” and “committees”.
Meetings and programs must be open to the public.
DEFINITIONS:
For purposes of this policy a “candidate” and a “committee” have the following meanings as provided by S.C. Code Sec 8-13-1300(4) & (6) (Supp.2001):
“Candidate” means a person who seeks appointment, nomination for election, or election to a statewide or local office, or authorizes or knowingly permits the collection or disbursement of money for the promotion of his candidacy or election. It also means a person on whose behalf write-in votes are solicited if the person has knowledge of such solicitation.
“Committee” means an association, a club, or organization , or group of persons which, to influence the outcome of an elective office or ballot measure, receives contributions or makes expenditures in excess of five hundred dollars in the aggregate during the election cycle. It also means an individual who, to influence the outcome of an elected office or ballot measure, makes contributions aggregating at least fifty thousand dollars during an election cycle to, at the request of a candidate or a committee, or a combination of them. “Committee” includes a party committee, a legislative caucus committee, a non-candidate committee, or a committee that is not a campaign committee for a candidate but that is organized for the purpose of influencing an election.
REGULATIONS:
Reservations:
Meeting rooms may be reserved during regular business hours up to one year in advance of the desired date by a responsible adult on a first-come, first-served basis.
An application form is completed when the reservation is made. The person who will be responsible for the room and the meeting must make an appointment to come to the library and have an orientation tour at the time of the first reservation.
At least one week’s notice is preferred for reservations. Last minute requests will be considered based on a 24 hour notice, as well as time and space availability.
Standing appointments are only for Library and Friends of the Library events.
Groups may make up to two reservations at one time; no additional reservations may be made until after the dates of the initial reservations have past. This regulation may be waived for groups acting in partnership with the Library.
Reservations may be made for a limited series of events with the Library Manager’s approval.
Reservations are not transferable and immediate notification should be made of any cancellations. After 30 minutes, a group may forfeit its reservation if it fails to appear as scheduled.
Meeting Room Use
There is no fee for the use of meeting rooms.
Library facilities may not be used for commercial purposes; no fund-raising activities may be held except by the Library and Friends of the Library.
Arrangements may be made for programs held by the Library and Friends of the Library, which feature an author, artist, musician, etc. Their works may be sold and autographing held.
Publicity concerning meetings or programs should state the correct name and address of the Library and make it clear that the Library is not the sponsor.
Meeting rooms may be used only during regular operating hours and terminate at least 15 minutes before closing time.
Reservation times need to include set-up, breakdown, and clean-up of the room.
A $50.00 fine will be assessed to violators, with the person reserving the room becoming responsible for the fine.
Provisions for adequate protection of exhibits should be made by the exhibitor as the Library cannot be responsible for the security of an exhibit nor provide staff to attend such exhibits.
Light refreshments only are permitted in the meeting rooms.
Smoking is not allowed anywhere in the buildings.
Alcoholic beverages are not permitted on the premises except by approval of the Library Board of Trustees for special library-sponsored occasions.
Neither tape nor adhesive of any kind may be posted directly on the walls of the meeting room or in the halls.
Equipment, supplies, or personal effects cannot be stored or left in the meeting space.
Staff is not available to assist with set-up and break-down.
Some furniture and/or equipment will be available. A list for each facility is available upon request. The organization must provide a qualified operator and assume the responsibility for damages. Requests for AV equipment must be made at the time of reserving the room
Refreshment preparation facilities, with limited equipment are available in some facilities. Supplies, such as coffee, napkins, etc. are not provided.
Any exceptions are by special arrangement with the library staff and with approval of the director.
Telephone service is not available. Cell phones may be used outside of the building.
This area is a work area. Please be considerate of others; close doors, no loud noises.
Room cleanup
Paper and litter should be put in a large covered trash can.
If food is served, excess food must be removed from the premises, liquid poured into the sink, place garbage in covered trashcans, clean sinks and counters, clean kitchen floor and vacuum carpet.
Prior to vacating a meeting space, a member of the group must complete and return to a staff member the checklist provided with the application.
Noncompliance with these requirements may result in denial of future requests for use of meeting spaces.
Noncompliance
with these requirements may result in denial
of future request for use of meeting spaces.
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Policies | |
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Beaufort
County Library, 311 Scott Street, Beaufort, SC 29902 || Telephone:
(843) 470-6504 Fax: (843) 470-6542 |
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