CCLD Meeting Room Policies
Use of the Meeting Room:
The following groups may use the CCLD meeting rooms:
Groups sponsored by established community organizations
Educational Groups
Cultural Groups
Civic Groups
Meetings of official agencies and boards of Camden County or other governmental organizations
Library Organizations
Service Club Boards
Study Groups
Church Groups
The meeting rooms may be used by groups which charge, take a collection, or sales are made IF the group is raising funds for the Camden County Library District (CCLD). Notice will need to be posted at the meeting that the Camden County Library District will receive a portion of the proceeds. And that the Library does not endorse any product or service sold at the fundraiser. The share of the profits will need to be negotiated with the Library Director or Branch Manager before the room can be booked. Groups not raising funds for the Library may not charge, take a collection, or make any sales.
The person registering the room must hold a valid Camden County Library District library card. The following groups are exempt from presenting a library card: educational institutions, government officials, or governmental organizations acting in their official capacity.
The following are expressly forbidden: private parties or catered events.
These meetings shall be open to the general public, be non-partisan/non-commercial, and comply with all the provisions of the Americans with Disabilities Act. Publicity for public meetings is the responsibility of the sponsoring organization.
Hold Harmless Agreement:
All groups hereby agree to abide by the rules and regulations regarding the use of the Camden County Library District and its Board of Trustees and Camden County and its officials for any and all accidents; which, may be sustained on the premises and to be responsible for any and all willful and/or accidental damages to the library buildings, grounds, and equipment resulting from the use of such meeting rooms. If you have any questions, you may reach out to us via Ask-A-Librarian or by calling either the Camdenton or Osage Beach libraries.
Hours:
- Meeting rooms are available for use during regular library hours.
- Scheduled meetings must end at least 15 minutes before the library closes.
Maximum Occupancy:
Camdenton: 60 people
Osage Beach: 40 people
Requests for Use:
- Registration forms are to be signed by a qualified representative of the group. The representative must be over 17 years of age and hold a valid CCLD card. Bookings will be made when the completed application form and necessary fees are returned to and accepted by the Library. Submission of the application DOES NOT mean acceptance. Any manager may approve requests.
- Groups planning a series of meetings shall present a schedule of the sessions at the time of application. Recurring reservations shall be accepted for up to three (3) months. At the end of this period, such reservations must be renewed, subject to Library approval.
- The Board of Trustees reserves the right to request any group to change its approved scheduled meeting to another date. Notice will be given to the person signing the request for the meeting.
Cancellation of Request:
The Library must be notified immediately if a Meeting Room reservation needs to cancel.
Withdrawal of Meeting Room Privileges:
The Board of Trustees reserves the right to withdraw the privileges of the use of the Meeting Room(s) if there is a violation of any of the rules and regulations stated in this document.
Meeting Room Setup:
Groups using the meeting room(s) are responsible for room set up. Exit aisles must be a minimum of 60 inches wide. After the meeting, group members must restack/hand chairs and return tables to their places along the walls.
Compliance with the Americans with Disabilities Act:
The group sponsoring the meeting/public presentation is responsible for arranging and funding the special accommodations requested. The person responsible for ensuring that any oral or written promotions of meetings/public presentation will put in a special accommodation for the disabled phrase; such as, “If you need accommodations for a disability for this presentation, please contact (Name, Address, and Phone),” at least five (5) working days before the event.
Youth Groups:
If a meeting room is to be used by young people, an adult MUST sign the Library Meeting Room request. Young people are to be under adult supervision at all times.
Refreshments:
Facilities are available for serving light refreshments and beverages. NO ALCOHOLIC BEVERAGES MAY BE SERVED. The Library does not provide serving equipment, coffee, and/or teapots.
Use of Audio/Visual Equipment:
The Library does not provide audio/visual equipment. Groups may use the screens and white boards in the rooms but must supply their own writing utensils.
Storage Space/Porter Service:
We do not provide storage space for equipment or supplies. The requesting organization is responsible for carrying supplies or materials to/from the meeting room.
Smoking:
SMOKING IS NOT ALLOWED IN THE LIBRARY
Publicity:
The use of the meeting room(s) does not constitute an endorsement of an organization’s policies or beliefs by the Library. All promotional materials must state clearly that the meeting or program is not sponsored by the Camden County Library District and is open to the public. Groups may not use the library’s telephone number on promotional materials or invite attendees to contact the Library for information on the group’s event. Non-library related promotional materials may not be left in the meeting room(s) or distributed inside the Library by any meeting room user. Non-library related promotional materials may not be attached to walls, windows, or doors or furnishings of the Library.
Meeting Room Reservation Application
Users are responsible for room arrangement and clean up afterward. There is a $35 replacement fee for any lost, stolen or damaged remote controls.
By submitting this form, you agree that you have read the policies and rules for the use of the meeting. You agree to assume full responsibility for your organization or group in complying with all conditions regarding the use of the meeting room.
Your reservation is not confirmed until you receive a call or email reply from a Camden County Library District staff member.
