Community Rooms

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The Mercer County Library System provides community rooms for the use of eligible groups to hold meetings for the purpose of conducting business or otherwise serving their membership. The use of these rooms is considered a public service, and as such are subject to the following rules and regulations.

Please be aware that your Meeting Room Reservation is only a request to reserve a room. It is not an online reservation system. After submitting a request form (which you must print out and submit to the Branch, either in person, by mail or by fax), you must receive verbal or emailed confirmation from the branch indicating that the room you have requested has been reserved for your group. Without a verbal or emailed confirmation you should not assume that this request has been approved and that the room has been reserved.

Eligibility For Use

The community rooms of the Mercer County Library System are available without charge, to civic associations, study, recreational, social, cultural, or other nonprofit community groups. Priority will be given to library sponsored programs. Organizations must not be in violation of any Federal, State or local law.

Responsibility of Users

Supervision of Children:
  • Meetings that are primarily for children must include at least one responsible adult for every 15 children in attendance. Reservation for the room must be done by an adult.
Promotion and Advertisement:
  • Any advertisement must be reviewed by the Branch Manager or designee before publication.
  • Promotional material must state that permission to use the community rooms does not imply library sponsorship or endorsement of any group or program.
Condition of the Room:
  • The authorized representative is responsible for the condition of the community room. It should be left clean, neat, chairs replaced on racks, windows shut, lights off and doors locked if so directed.

Logistics

  • Scheduling will be arranged with the Branch manager or designee by an authorized representative of the organization. The representative is required to complete a registration form and sign a statement of responsibility.
  • Access to the community room is not available prior to opening of the building in the morning.
  • Simple refreshments may be served in the community rooms.
  • The library is not able to store or provide supplies for any group.
  • The library does not provide projectors, laptops, or other multimedia devices.
  • The library is not responsible for loss or damage to any group’s property or injury to any person occurring during use of the community room.
  • Damage to library property is the responsibility of the authorized representative.

Prohibited Activities

  • Fund-raising projects (non-library sponsored) and commercial profit making ventures may not be conducted.
  • Private parties (birthdays, showers) are also examples of activities that are not eligible for community room use.
  • Fees may not be charged. Meetings must be free and open to the public.
  • Contributions may not be solicited.
  • Alcoholic beverages or drugs are not permitted.
  • Activities that disturb other library patrons will not be tolerated and will result in termination of the meeting by the Branch Manager.

Denial of Future use

  • Failure to comply with any of the conditions stated above will result in the denial of future use of the community rooms.
  • Failure to show up for consecutive scheduled meetings will result in denial of future use.

Lawrence Branch Addendum

Thank you for your interest in using the community rooms at the Lawrence Headquarters Branch. The location of the branch and amount of space we have available for public use make the branch a desirable place to hold many types of non-profit and civic meetings. Due to the high demand for these rooms, we ask that you consider the following policies when scheduling a room at the HQ Branch:

Scheduling Dates:

  • Please provide specific dates and times. For example, Thursday, September 12 from 7 – 9 PM; Saturday, November 16 from 1-3PM. We cannot schedule rooms if you write only vague requests (such as, the 1st Tuesday of every month). Community room forms will not be processed if you do not request exact dates and times.
  • We ask that you limit your request to one meeting per month. This affords new groups the opportunity to meet at the branch and allows for more equitable scheduling of our limited space.
  • Don’t forget to schedule enough time to set-up and clean up the room. All groups are required to place the tables against the walls and put all chairs back on the rolling carts. Please dispose of all trash, as well. Non-compliance may lead to termination of community room use.

Refreshments:

  • Inside community rooms (rooms 4,5,6,7): light dry snacks and covered beverages
  • Outside community rooms (rooms 1,2,3): light refreshments

The Lawrence Branch has meeting rooms in various parts of the building. We need to be aware of your group’s presence in the rooms, in case of an emergency and in order to be sure that we can close the building in the evening. We ask that you:

  • Stop at the Circulation Desk to register your group’s arrival and departure. This is to make sure that the staff is aware that your group has arrived and departed.
  • Groups that stay in our east Route 1 lobby rooms after the library has closed need only to register upon arrival. Non-observance of this request may terminate community room privileges.

Thank you for your cooperation in these matters.

How to Request A Room

The links below will take you to pages that you can print out and fax or mail to the Branch at which you want to reserve a room. Click here for a list of Branch addresses and fax numbers.