Meeting Room Reservation Guide

• At least one member of the group must have a MORE library card.
• A Meeting Room Application must be completed and submitted in order to reserve a room.
• The applicant must agree to abide by this policy, as well as applicable laws, regulations, and policies.
• Events presented by the Hudson Area Public Library take priority, with secondary preference being given to the Hudson Area Library Foundation and the Hudson Area Friends of the Library.
• A single group may make advanced reservations for up to three consecutive meetings. Additional reservations, by the same group, are allowed after the final consecutive meeting.
• Reservations are accepted up to 60 days prior to the desired meeting date.
• Usage is limited to once a week per group with a time limit of four hours.
• Meeting rooms are available during normal open hours.
• Requests to reserve a meeting room are made at either of the information desks on the second floor or by calling 715.386.3101.

Meeting Room Rules of Use

• Meetings must be free and open to the public, such as public lectures, panel discussions, film and slide presentations, group discussions, workshops, and other similar functions.
• Meeting may be presented by organizations or individuals engaged in free educational, cultural, intellectual, governmental or charitable activities.
• When not reserved, Room 219 is available as a quiet study area for multiple individuals.
• Meeting rooms and study rooms must be left in a clean, orderly condition after use. Users are responsible for any and all damage caused by their use of the room and/or equipment.
• Attaching items to the walls, temporarily or permanently, is prohibited.
• Light refreshments may be served. Alcohol may not be served.
• Library staff may monitor all meetings, programs, and events to ensure compliance with library policies.
• The Library does not advocate or endorse the viewpoints of meetings or meeting room users, and users must not imply that an event is endorsed, sponsored, co-sponsored, or approved by the Library.

The Following are Prohibited Uses of Meeting and Study Rooms

• Any purpose which may interfere with the regular operation of the Library.
• Non-Library sponsored recitals.
• Use that involves the sale, advertising, solicitation (including the solicitation of donations or gifts) and/or promotion of commercial products or service.
• Personal, company, or family parties.
• Use that requires a fee of any kind, such as entrance or participation fees, with the exception of library fundraising events.
• Use intended, directly or indirectly, to obtain clients or customers for a for-profit service or company.
• Fundraising activities, except for those events sponsored by the Hudson Area Library, Hudson Area Library Foundation or Friends of the Hudson Area Library.
• Fee-for-service, e.g. tutoring sessions, taking of legal depositions, interviews or other such activities that charge the participants a fee.
• Use that involves illegal activity and/or activity that may pose a safety risk to persons or property.

Study Room Rules

• Meeting and study rooms (205, 206, 216) are available for use on a first-come, first-served basis.
• Rooms may be reserved for up to two hours. Extensions may be granted if no one is waiting.
• Anyone using a room beyond two hours understands that when another user wishes to use the room for two hours, the room becomes available to the next user.
• Requests to use a meeting room should be made at either of the Information desks located on the second floor of the Library.
• Employers and job placement agencies may use the study rooms to conduct interviews, with approval.
• Individuals may request a specific room if it is not in use.

Approved by Board of Trustees: May 10, 2010
Effective Date: May 10, 2010Revision / Review Date: February 15, 2011; December 12, 2011; January 15, 2019