The Utica Public Library provides meeting rooms and space for organizations engaged in educational, cultural, intellectual or charitable activities. In accordance with the Library Bill of Rights Article VI facility use is made available to the public “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting its use”.
For example civic, governmental, cultural, political, religious, educational and not-for-profit organizations may use the meeting space without charge. Groups engaged in commercial activities may use Library space for a fee.
While every effort will be made to approve requests for meeting space, Library programs will take precedence.
Regulations:
- Generally the Library’s meeting spaces are available on a first come, first serve basis during Library hours.
- Requests should be directed to the Library Office. The following information must be given: name of organization, name and phone number of contact person, number of persons expected, room set-up, AV/equipment requirements, date and time of event.
- Requests to use the Library outside of normal times of operation, to serve alcoholic beverages or for fund raising purposes must be approved in advance by the Board of Trustees. All additional costs incurred by the Library must be paid by the group. This includes one and one-half pay for Library maintenance/security worker(s).
- The Library’s insurance agent will determine any need for additional insurance, which the group must then obtain and provide documentation to the Library 2 weeks prior to the event/meeting’s date.
- The Library is not responsible for equipment, supplies, materials, or other items owned by a community group and used by them in the Library.
- Refreshments may be served.
- Neither the name nor the address of the Library may be used as the official name, address or headquarters of an organization.
- Each group is expected to be responsible for cleaning up after use, for returning furniture to correct position, and for replacement of lost or damaged equipment. Any group not leaving the room in a neat and orderly condition will be notified that a second offense will result in its being denied further use of the room.
- Smoking is not permitted within the Library.
- The Library owns a TV/VCR, screen and slide projector, which may be used by the group. The Library must be reimbursed for any damage that may occur.
- Each group is expected to leave the room in a neat and orderly condition.
- Use of the library meeting space by a commercial enterprise will be charged per use as follows: Music Room or Activity Room--$25; Gallery--$50. These fees may be changed at the discretion of the Library.
