Russell Meeting Room Use Policy
Approved 11/13/2000 Rev. 10/10/2005 Rev. 1/5/2015
The John J. Russell meeting room is intended for meetings and events of the Library as well as local groups and organizations that support the Library’s mission of providing services for people to come together to exchange ideas and information.
The space is handicapped accessible and includes chairs and some tables, and has access to public facilities. The room may be divided in half for simultaneous use by separate groups or opened for larger gatherings. Maximum capacity is 96 people for the whole room; 40 for half the room. Please note that capacities will be enforced.
The Library reserves the right to cancel or rearrange room reservations if needed for Library purposes. In general, the Library allows groups to reserve the Russell Room on a first-come, first-served basis or, in cases of conflict, according to the following order of priority:
- Falmouth Memorial Library
- Town of Falmouth
- Falmouth nonprofit educational, cultural, or civic groups
- Falmouth for-profit groups and businesses, excluding activities prohibited under the regulations below.
General Room Use Rules
It is important to read the entire policy for complete information on meeting room rules and regulations. These rules and regulations are designed to make the Library’s meeting facilities available to groups in the community on a fair and equitable basis.
Groups using the meeting facilities must observe the following:
- Meetings must be free of charge and not held with the intention of generating revenue. Closed meetings must pay full rental fee and comply with all other regulations.
- Attendance is limited to the capacity of the meeting rooms as set by local/state safety codes. Room exits must not be obstructed. Seating and/or additional furniture is not allowed in corridors outside the meeting rooms.
- Library staff is not responsible for the supervision of children while adults are attending a meeting.
- Use of the space may not disturb the use of the Library by other patrons or disrupt Library operations.
- Organizations in whose name the reservation has been made shall be financially responsible for damages to walls, floor coverings, furnishings, equipment, and fixtures and other contents of the room.
- One person from each group who will be at the meeting must assume responsibilityto see that the Russell Room rules and regulations are followed and must sign a form to that effect.
- Groups are responsible for their own set-up and clean-up. Any furniture that is moved within the rooms must be returned to its proper location and the room should be left as set before meeting (see floor plans posted in each room). No furniture may be brought in from other areas of the Library.
- Signs and/or displays on Library property (both inside the buildingand outside) must be approved by the Library Director and/or the Library’s Board of Trustees.
- Youth groups must have a minimum of 2 adults present at all times and at least one adult supervisor for each 15 minor aged participants.
- Alcohol and smoking are not permitted in the building or on Library grounds.
- Important Note: The Russell Room has a divider wall. This wall should NOT be operated by anyone other than a library employee. Your group or any individual may be liable for any costs required to repair damages if you attempt to open or close it. We reserve theright to book the space on the other side of the wall concurrently, so it’s possible there may be other meeting room users on the other side. This wall is designed to be sound-resistant, but not completely sound-proof. If the wall is closed upon your arrival and you have reserved thefull room, please contact a library employee immediately.
- Unless arrangements for after-hours use of the Russell Room has been made in advance, meeting rooms must be vacated fifteen (15) minutes before the Library’s normal closing hour.
- Groups using DVDs must comply with U.S. Copyright laws and may not use DVDs labeled for home use. Public performance Rights (PPR) are the legal rights to publicly show a film or video (media). PPR must be obtained for media to be viewed by groups in the Library. Showing media, whether borrowed from the Library or rented/purchased, to groups may be illegal and may place the Library at risk legally.
- Permission to use the Library’s meeting rooms does not constitute or imply the Library’s co-sponsoring of the event, or its endorsement of any group’s policies, beliefs, or programs.
- Refreshments, except alcoholicbeverages, are permitted. All supplies must be furnished by the booking organization. A coffeemaker can be made available upon request when making the room reservation.
- Sales of services, products, merchandise, materials or items or solicitations for donations authorized pursuant to a library-sponsoredprogram or event, or on behalf of the Friends of the Library or the Library Board of Trustees, are permitted.
- In publicizing a meeting to be held in the Russell Room, the sponsoring group must be clearly identified. The Library’s contact information and/or logo may not be used in any publicity. Groups must not imply library sponsorship of their program or organization in their publicity and must provide a telephone contact number for participants.
Scheduling and Reservations
The Library’s Russell Room is available by advance reservation only. All groups must have one person who will take responsibility to see that the room is left in proper order; room use rules are followed, and will sign a form to that effect. In order to keep the facilities available to as many Falmouth based groups as possible, the library will not be able to accommodate requests to schedule Weekly meetings for any non-library sponsored group. An application for use of the Russell Room is available at the Library circulation desk or on the Library’s website.
- The Library reserves the right to cancel or rearrange room reservations if needed for Library purposes. All attempts will be made to give at least two weeks’ notice.
- Reservations will not be accepted by telephone.
- Room use must be scheduled at least 48 hours in advance and a reservation is only considered confirmed once a library staff member has acknowledged the reservation.
- Reservations may be made four months in advance.
- Reservations will only be made to groups of four participants or more. (See maximum room capacity above)
- With the exception of the use by the Library, Town or Falmouth schools, no unlimited ongoing schedule of events is permitted. For any one organization, no more than four active reservations are allowed to be in effect at any one time within the same year.
Whole room: $30/hour or any fraction thereof. Half room: $15/hour or any fraction thereof.
Payment must be made in advance. Refunds are issued only if notification is made at least 2 days prior to the meeting.
Public meetings of Falmouth-based non-profit organizations and all meetings of the Falmouth Town Council, Falmouth School Committee and their committees may use the meeting space without charge when available. All other groups must pay the above room fees. Fees are based on full hours only and must include time for both set up and clean up. Groups using the Russell Room will be expected to relay to all participants that entrance to the meeting spaces will not be before or after the time reserved by the group to allow meetings before and after enough time to set up and clean as well.
Non-profit groups may be required to provide proof of their tax exempt status for charge waivers.
Use of Meeting Room During Non-Library Hours
Use of the room during times when the library is not open will be permitted only if a reliable adult Falmouth resident assumes responsibility for insuring that all rules are followed and decorum is maintained both during and after the meeting. Non-Library hours are defined as anytime the Library is not open to the public. The responsible person will need to sign out a key at a time the library is open and must be attending the meeting. The key will be available twenty-four hours prior to the meeting. The key must be returned in the envelope provided by dropping it in the book drop at the front entrance to the building directly after the function. The key will give access to the side door and meeting area only. The last person out must ensure that all lights are turned off. Doors securely locked etc. Functions shall not begin earlier than 7a.m. and last no later than 10:00 p.m. Please show respect for the Library’s neighbors by leaving, quietly and refraining from carrying discussions into the parking lot. An emergency first aid kit is available in the kitchen. A timer near the door in the 2nd room can turn on the air handling system. Emergency phone numbers are provided in the meeting room key pouch.
All groups using any meeting room shall agree to hold the Library and all Library staff harmless from, and not hold them liable for, any and all costs, damages, losses, claims, and expenses incurred, directly or indirectly, as a result of the group’s use of a meeting room. Such costs, damages, losses, claims, and expenses shall include, without limitation, any damage to the meeting room and its contents or to any other part of the library building, grounds, or collection; and any claim asserted by any third person against the Library or any Library staff or volunteer on account of any alleged injury causally related to the meeting together with defense costs including reasonable attorneys’ fees.
The Library’s signed application requesting authorization for meeting room use constitutes a release by the group and each and all of its members of any claim against the Library and the Library staff and volunteers, for any injury to persons or damage to property suffered by such group or any of its members during or as a result of the use of the meeting room, except if injury or damage to property is directly and solely caused by the gross negligence or intentional misconduct of any person acting on behalf of the Library.
The Library reserves the right to require any applicant group to supply a Certificate of Insurance from an insurer licensed to do business in Maine, for an amount that the Library determines appropriate, but not exceeding $1 million. The Certificate of Insurance must name the Library as an additional insured, and cover damage to the library building, grounds, collection, and injury to persons if occasioned by the meeting. Such Certificate shall show evidence that the insurance it represents is not cancel-able except on at least ten days’ written notice to the Library. In the event of such cancellation, the meeting reservation shall be canceled unless the group substitutes a new insurance certificate meeting this policy’s requirements.
Failure to adhere to these rules may forfeit the group’s ability to use
the meeting space in the future.
Please review our policy prior to requesting a meeting room. To request a meeting room, please follow the link below to the Google submission form. Please note that by selecting this link, you are agreeing to our Room Use Policy. If you have any questions about your meeting taking place here at the library, please contact Jeannie at firstname.lastname@example.org.