Humboldt County Library - Photos: (left to right) are: Ferndale Library, Hoopa Library, McKinleyville Library, and the Main Library in Eureka
 
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  Meeting Room current selection: Meeting Room

 

 
Meeting Room Policy
 

 GENERAL INFORMATION:

One meeting room is available:

The large meeting room is available to non-profit civic, educational and cultural groups or organizations.  Maximum standing room capacity is 150. 

For non-library groups there is a $50.00 charge for each time the room is used.  A Certificate of Insurance of liability coverage, naming the County of Humboldt as an additional insured, for one million dollars ($1,000,000) must be on file with the library prior to using the room. 

The meeting room is also available for videoconferences.  When such an event is not sponsored by the Library, there is an additional $50.00 fee for use of videoconferencing equipment.  The user is also responsible for any  telecommunications charges incurred.

Meetings in the large meeting room must begin during the library’s open hours, Tuesday through Saturday.  They may continue after the library closes until 11 p.m. 

ALL MEETINGS MUST BE FREE AND OPEN TO THE PUBLIC.  

The meeting room is not available for sectarian religious meetings, purely social purposes, commercial purposes or for the benefit of private individuals.  If used for a political meeting, both sides of a political race or issue must be presented.  A schedule of all meetings will be posted in the library’s lobby.

TO RESERVE THE ROOM: 

First priority for scheduling the meeting room will be given to library and library-related groups and programs.

Second priority: other County departments, or County-sponsored events.

Third: educational training programs and meetings associated with other public agencies.

Fourth: other community oriented groups.

Only Library or library-related groups may schedule more than one meeting per quarter.  Only one non-library event or meeting will be scheduled per day in the large meeting room.

APPLICATIONS:

Reservations must be made with the Departmental Secretary from 9 a.m. - 4:00 p.m., Wednesday through Saturday (Phone #: 269-1918).  You may call to determine availability, but a reservation will not be accepted until an application form is filled out and returned to the Secretary.

The Certificate of Insurance and applicable fees must be filed with the Departmental Secretary before a reservation is accepted for the large meeting room.  The library cannot bill for fees .

You must submit a copy of your IRS letter showing Non-Profit status with your application.

Meetings may be scheduled up to two months in advance, and must be scheduled no less than two weeks in advance.

Confirmations will be made on a first-come, first-serve basis, in the priority order listed above.

RULES:

Groups not associated with the library are required to state clearly in press releases and other publicity that the meeting is not library-sponsored and that the presence of the group in the library meeting rooms does not constitute endorsement by the library.  The press releases and posters must also state that the meeting site is accessible to people with disabilities.

THE GROUP USING THE ROOM WILL BE RESPONSIBLE FOR ITS SET-UP AND CLEAN-UP.

If light refreshments are served, the user group shall provide heavy trash bags and bag all residue.  Failure to clean up the room satisfactorily can result in cancellation of any future use of the rooms by that group.

Smoking in any part of the library is prohibited.

No alcohol is to be consumed on the library premises.

The library is not responsible for loss or damage to individual or group property before, during, or after the meeting.  The library cannot supply supervision over exhibits or group displays.

The number of persons present at one time may not exceed the capacity of the room as stated in the meeting room sign.

Children’s and young people’s groups must be adequately supervised by responsible adults at all times.

Activities and programs by groups in the meeting rooms shall be conducted in a manner which will not interfere with normal library operation.

Permission to use a meeting room is not transferable from one organization to another.  If the individual in charge of an approved meeting should be other than the individual signing the application, the person signing the application will be held responsible for the proper use of the room.

Permission to use the meeting room shall be evidenced by a written permit signed by the Departmental Secretary and showing the name of the organization granted such permit and the date and times when the use of the Library by such organizations is permitted.

Any permission granted for use of the meeting room may be canceled or rejected by the County Library when necessary for the protection of County property, the preservation of order, or other sufficient reason.