Meeting Rooms

Library Meeting Rooms

The Clinton Public Library has a complex of three meeting rooms that can be divided to accommodate 20 people per room; or opened to one room accommodating up to 80 people in theater-style seating or approximately 30 at tables. There is also a small study/conference room intended primarily for one-on-one conferences, study groups or tutoring.

All rooms are equipped with whiteboards and wireless internet.
Projection screens, DVD player, digital projector and overhead projector are available.

The primary use of the rooms is to accommodate organized groups, including businesses, non-profits, clubs, and service agencies. Private, individual use, as for parties, showers, etc., is not permitted.
Meetings may be open to the public or limited to members of the group that has reserved the room.
Rooms may not be used for profit-making purposes. This prohibits a display or promotion of goods and/or services to potential customers, with the exception of library-sponsored authors or speakers. This also prohibits private tutoring or instruction for financial remuneration, unless by a public educational institution or non-profit group.
Due to space limitations, partisan groups are not permitted to use the rooms for rallies or press conferences Private groups may use the rooms for interviews with either elected or running officials if the meeting is closed to the public. Rooms may be used by elected officials to meet with constituents.
Occasionally the need may arise to use the rooms for a library program, or for a meeting that has community-wide impact, or involves a large segment of the community and is open to the public. Such meetings may take priority over previous reservations. In such cases, every effort will be made to help all groups find an acceptable time and place to meet.
Groups composed of minors (under 18 years) must have adult chaperones in the meeting rooms. Teen groups may meet in the Young Adult Department with librarian approval and supervision.
Young children must be supervised at all times by an adult.

Reservation procedures:

Rooms are reserved on a first come, first served basis, up to 6 months in advance. Reservations may be made in person or by telephone. A “Meeting Room Request Form” must be signed by an adult holding a valid Clinton Public Library borrowers card before using the room.
When reserving a room, users may request a particular room set-up, including the use of library audiovisual equipment.

Conference room requirements and restrictions:

There is no charge for meeting room use during regular library hours.
Groups requesting use of a room beyond regular library hours must request these arrangements at least three days before the proposed meeting date. After-hours use is limited to one hour beyond closing and is contingent on the availability of maintenance/security personnel. A fee of $10 may be charged to cover extra staffing expenses.
No admittance may be charged for meetings that are open to the public. Fees may be charged for materials or for food consumed at a meeting. Organized groups may collect membership dues of assess their own members any other fees.
Light refreshments may be served. A kitchenette with mini-refrigerator and microwave is available. “Brown bag” lunches may be held as well as professionally catered meals.
The use of lit candles in the library is prohibited. Smoking in the library is prohibited. No alcoholic beverages are permitted on library premises.
Users are responsible for properly disposing of trash and leaving rooms and kitchenette in good order.
Users will be asked to fill out a form reporting the actual attendance numbers for library statistical reports.
No group can make reservations if they have not abide by the library’s meeting room policies in the past.

Library programs will take precedence for conference room use over all other activities. Conditions are subject to discretion of the Library Director and Board of Trustees. The Library reserves the right to change or cancel reservations.

Revised and adopted 7/26/2010