Meeting/Activity Room Policy

Harmony Public Library

Meeting/Activity Room Policy 

Mission Statement of the Harmony Public Library

 The Harmony Public Library will provide access to various types of materials as well as programs and services that meet the educational and recreational needs of the community.

Requirements for Meeting Room Use

  1. The library meeting/activity room is available at no charge to any organization or group on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting its use. The Harmony Public Library Board does not advocate or endorse the viewpoints of meetings or meeting room users. Groups may not charge admission fees.
  2. Activities, meetings, exhibits and programs sponsored, co-sponsored or otherwise provided by the Library Board or staff will have priority of the use of the meeting room.
  3. The room is intended for use of local residents/organizations. They will receive priority over non-residents.
  4. Meetings may be scheduled up to three months in advance. Dates and times are available on a first-come, first-served basis. No group has an automatic right to a certain day or date on a regular basis. The Harmony Public Library Board and other library affiliated organizations, however, may schedule meetings on a permanent basis and as far ahead as necessary. Other library affiliated organizations include but not limited to SELCO events, book/craft clubs, other library sponsored events, and Harmony Public Library Board meetings.
  5. The library director reserves the right to ask any group to change the time or date of its meeting if the meeting room is needed for library purposes. The library director will make every effort to give the organization as much notice as possible.
  6. Neither the Library Board nor the staff is responsible for any equipment, supplies, materials, clothing or other items brought to the library by any group or individual attending a meeting.
  7. Meetings may be scheduled tentatively by telephone but this responsibility form must be filled out and returned to the library director before the room is considered reserved.
  8. If a meeting is canceled, the library director should be notified as far in advance of the date as possible.
  9. Meetings may be scheduled after regular library hours. The representative who signed the application must start the program during regular library hours. 

User Responsibilities

  1. No cooking allowed. Coffee or other non-alcoholic beverages and simple bars, cookies, sack lunches or other food may be served.
  2. No open flames such as candles are allowed.
  3. All activities must be supervised on premises by at least one adult 21 years of age or older. The person completing the meeting room application is ultimately responsible.
  4. Meeting room users may arrange furnishings. The Americans with Disabilities Act requires a 36” walkway to be maintained, and the furniture must be moved to its original position before vacation the room.
  5. The room must be left in a clean condition.
  6. If the condition is unacceptable to the staff, the group will be billed for cleaning and/or damages and may lose its right to future use of the room.
  7. Expected cleaning includes; tables and chairs back in original locations, all garbage put in the garbage can. Any materials which were brought in by the group removed, and tables and counters wiped off.
  8. The library shall not be identified as meeting room user’s address or office.
  9. The library will not receive mail on behalf of the user or keep any materials, equipment, or personal property of the user.
  10. Use of the meeting room must cease by 11:00 pm.
  11. No tacks, nails, or adhesives which may cause damage are to be placed in or on doors, walls, windows or furniture.
  12. The maximum number of people allowed in the meeting room at any given time is 25.

Library Board Approved 05/04/2026

Signature____________________________________________________

Date ______________________

Name and Name of Group _______________________________________________________________

Date and Time of Meeting ______________________________________________________________