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Phone: (810) 231-1771 connect@hamburglibrary.org

Meeting Rooms Policy

Complete policy and guidelines for meeting room usage

Meeting Rooms Policy

The meeting rooms in the Hamburg Township Library are available for educational, cultural, and civic purposes. Rooms are not available for partisan political rallies or for purely social occasions.

Fees

Organization Type Location Fee
Non-Profit Within Hamburg Township FREE
Non-Profit Outside Hamburg Township $25 per room, per hour
For-Profit Within Hamburg Township $25 per room, per hour
For-Profit Outside Hamburg Township No use of meeting rooms
Note: Fees associated with room use must be paid at time of reservation.
Payment Policy
  • Fees due at time of reservation
  • No refunds unless library closes due to emergency
  • No sales or distribution of merchandise except during library programs

General Policies

Supervision & Insurance
  • All groups must be under adequate adult supervision with an adult in attendance at all times
  • Profit-making organizations must provide proof of appropriate liability insurance with Hamburg Township named as additional insured
Reservation Requirements
  • Groups must fill out an application a minimum of one week prior to use
  • Contact persons will be notified of approval
  • Meeting rooms may be reserved no more than two (2) months in advance
  • At least one of the two contact persons must be present and check in at the front service desk on the day reserved
  • Rooms must be vacated at least 15 minutes prior to closing of the building

Food & Refreshments

Allowed
  • Light refreshments in community rooms only
  • Group must provide its own utensils for serving and preparation
  • Clean-up is the responsibility of the group
Not Allowed
  • Alcoholic beverages
  • Anything red (beverages or food)

Admission Fees & Charges

General Policy

No admission fee is to be charged for meetings or exhibits.

Exception: A non-profit fee to cover cost of light refreshments, expenses for a speaker, film rentals, etc. may be charged with approval by the Director.

Room Condition & Setup

Room Setup

Meeting room set-up and take down is the responsibility of the Library staff.

Clean-up & Damage
  • Clean-up is the responsibility of individual organizations
  • Groups are responsible for the condition of the rooms
  • Groups will be billed for any damage to the room as result of their use
  • All supplies and belongings must be removed when the group vacates the room

Displays & Exhibits

  • Items to be displayed shall not be taped or tacked to the walls or folding partition
  • The library assumes no responsibility for any materials on display
  • The sponsoring group is responsible for supervision and security
  • The group must also assume responsibility for any necessary insurance for loss, fire, and damage

Liability & Indemnification

Important Legal Agreement

Groups using the room agree to indemnify and hold harmless the Hamburg Township Library and Hamburg Township, representatives and all parties involved, from any and all suits, actions, claims, or demands of any character or nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the rooms, their furnishings, or equipment.

By applying for use of the meeting rooms the sponsoring group acknowledges that its activity is not sponsored by the Hamburg Township Library and Hamburg Township and agrees that they will not identify the above organizations as parties associated in any way with their group's activities in any of their literature or publicity.

Promotional Activities

The sponsoring organization is responsible for all promotional activities (fliers, publicity, registration, etc.).

Library's Rights & Priorities

Library Priority
  • Upon adequate notice, the Library reserves the right to withdraw permission for the use of any meeting room
  • The program and meeting needs of the library will take precedence over meeting room use requests made by other community groups

Ready to Reserve a Meeting Room?

Review the policy above and apply for your meeting room reservation.

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