Poestenkill Library Policies & Procedures

Meeting Room

Poestenkill Library maintains meeting rooms that may be used by community groups, associations and agencies when not being used for library purposes subject to the guidelines below. Programs must be approved in writing by the library and are chosen for their cultural, informational, educational and entertainment value for people of all ages in the community.

Meeting Room Procedures

  1. Size of the meeting is not to exceed 12 people.
  2. There is no charge for meeting room use.
  3. Meeting room reservation application must be completed and sent to library at least two weeks prior to an event.
  4. All meetings must be free and open to the public. In instances specifically approved by the Library Director, a non-profit group may charge a fee to offset the cost of materials for participants.
  5. Reservations must be made in advance. The library encourages use of meeting rooms for diverse events and seeks to give all eligible organizations an opportunity to use our services.
  6. Programs that are planned by the library take precedence over meetings of community groups. The library reserves the right to cancel a reservation for library purposes and will make every effort to find alternative meeting space within the library should a conflict occur. The library has the right to cancel any scheduled use in an emergency.
  7. Meeting rooms may not be used for commercial and/or for-profit purposes. They may not be used for advertising or fundraising purposes. Information presented by commercial groups must be of an educational nature and may not refer to services provided by that particular institution. All literature to be distributed must be approved by the library in advance.
  8. All groups are responsible for damage and are required to leave facilities in a clean and orderly condition. Any damage to library facilities, willful or negligent, will be charged to the sponsoring group. The library is not responsible for loss or damage to the property of either the sponsoring group or persons in attendance. The library will not store any organization's property or supplies.
  9. When used by minors, an adult supervisor must be present at all times who is personally responsible for the conduct of the event.
  10. Smoking and alcoholic beverages are not permitted.
  11. The library may not be named as a contact point for information about, or registration for the event. The library does not take responsibility for handling inquiries regarding scheduled meetings and will refer questions to the person signing the Agreement Form.
  12. The library reserves the right to order the room cleared and/or bar future meeting room use for infringement of any of the above rules.
  13. Use of a meeting room does not necessarily mean endorsement by the Poestenkill Library.

Approved by Poestenkill Library Board of Trustees on March 25, 2002.














Meeting Room Reservation Application

Reservations should not be considered confirmed until an application has been approved and signed by the Library Director.

I have read the Poestenkill Library meeting room policy and regulations and the organization for which I am the responsible representative will abide by those provisions.