Community Meeting Room Guidelines
The Montrose Regional Library offers meeting space as a service to the community. Our intent is to make the space available on an equitable basis to organized groups and businesses that present free educational, cultural, and informational meetings and programs. The Montrose Regional Library District does not necessarily endorse the policies or beliefs of groups using the Community Meeting Room.
- All organizations, groups, or businesses will agree to hold the MRLD harmless from any loss, damage, liability, costs, and/or expenses that may arise during or be caused in any way by the use of the library facilities.
- In the event of a cancellation, the library is not obligated to provide an alternate meeting space.
- Groups using the facilities agree to leave the room and equipment in the same condition it was prior to the meeting. Extra custodial costs or costs of damages incurred as a result of the meeting shall be paid by the applicant.
- The library staff authorizes use of the room and maintains the schedule. Any application may be rejected, or previously granted permission withdrawn, for violation of these regulations.
- There is no fee for use of the room.
- All meetings must be free and open to the public.
- Only sales and fundraising that benefit the library will be allowed. The library staff must approve this beforehand.
- The city fire code limits the number of people allowed in the room to 58.
- Adult supervision is required for all youth groups.
Scheduling, Applications, and Cancellations
- Library programs and library-related activities have first priority for the use of the room. Other applications will be considered on a first-come, first-served basis.
- Meetings that may disturb regular library functions will not be scheduled.
- The room may be used during regular library hours only.
- The room must be vacated no later than 7 pm Monday through Thursday, 6 pm Friday, and 5 pm Saturday & Sunday.
- We will get back to you by email regarding your reservation
- The room will not be booked more than ninety days ahead. A tentative booking may be made over the phone but will not be considered reserved until a completed application is received.
- Reservations shall be canceled at least 24 hours in advance.
- In the event of an emergency that renders the room unavailable, the library will make every effort to notify scheduled users.
- It may be necessary to limit an organization to four meetings per twelve-month period.
- Groups are responsible for arranging the furniture for their events. The dimensions of the room are 40’ X 21’. Eight 3’ X 6’ tables and 52 chairs are available.
- There is a closet-sized kitchenette, with a sink. There also is an American flag.
- A built in digital projector and public address system are available. Groups must arrange ahead of time for the use of audio/visual equipment. Library staff can help with set-up.
- Groups must provide their own personal computer.
- There is wireless Internet access.
- Adhering materials to the walls is prohibited without prior approval. An easel is available, and a dry-erase whiteboard hangs on the wall. Groups must provide markers and erasers.
- Groups should anticipate their need for extension cords, power strips, and other items that the Library does not provide.
- No alcoholic beverages are permitted in the meeting room.
- Refreshments may be served. Groups must provide all equipment and utensils.