McMillan Library maintains three rooms that are available for public meetings which are consistent with the educational and cultural goals of the Library.
- The Fine Arts Center seats up to 265.
- The All Purpose Room seats up to 80.
- The Margaret McCourt Conference Room seats up to 25.
- Seating capacities will vary depending on furniture and equipment needs.
When booking a room, please specify the tables, chairs, and equipment that you require and how they should be arranged. Options appear on the booking form. A confirmation of your online booking will be sent to you. The room is not reserved until you receive a confirmation. To reserve a room, you must first carefully read and agree to follow the Library’s Meeting Room Use Policy. Click on “Accept” after you agree to the policy. This will allow you to enter the booking calendar. A confirmation of your on-line booking will be sent. Room is not reserved until you receive confirmation.
AUTHORIZED BY: Board of Trustees DATE OF LAST REVIEW OR
REVISION: April 16, 2014
3. Meeting Room Use
The McMillan Library recognizes that community groups sponsor programs which are consistent with the educational and cultural goals of the Library and consequently, the Library encourages public use of our meeting room facilities. However, the McMillan Memorial Library also offers a variety of programs for people of all ages as an integral part of its service to the public. Therefore, Library-sponsored programs have priority over outside group uses of the library meeting rooms.
The Library has three meeting rooms that are available for public use: the Fine Arts Center, which offers fixed seating for up to 265 persons in a theater setting; the All Purpose Room, which offers flexible seating arrangements for up to 100 persons; and the Margaret McCourt Conference Room, which will accommodate 25 persons.
3.1 Permissible Uses
McMillan Memorial Library permits groups engaged in educational and cultural activities to hold such activities in Library meeting rooms and to use meeting room equipment free of charge. Examples of permissible groups include cultural, literary and artistic groups; school, service and social welfare groups; clubs and groups concerned with civic or self-improvement; political and religious groups; and governmental agencies. The Library does not permit social uses such as birthday parties, bridal showers, and baby showers. Tutoring and group study are permitted only in the Commons area, which cannot be reserved. Use of meeting rooms without a reservation is not permitted.
3.2 Meeting Room Use Rules
- All meetings must be open to the public. The door to the All Purpose Room must remain open if art is on display. Selling or promoting products or services, soliciting donations, or selling raffle tickets is prohibited. No admission may be charged without special approval of the Library Board. Educational and cultural groups may apply to the Library Board for a special contract allowing the group to charge a fee to offset expenses. Groups receiving approval to charge admission will be charged $100 per use.
- Groups are not allowed to show films unless they present written proof that the group has public performance rights to show the film in the Library.
- Smoking and drinking alcoholic beverages are not permitted in the Library. Beverages are permitted in all areas of the Library with the exception of the Fine Arts Center. Food is not permitted on the Library’s upper level or the Fine Arts Center.
- Groups are limited to twelve meeting room uses during a calendar year.
- Groups must obey all general rules for Library patron behavior. Library meeting rooms and equipment must be used with care and respect. Groups shall assume responsibility for, and compensate the Library for, damages done to the Library facility, equipment, or property during their use of the meeting rooms.
- Groups may not attach anything to Library walls or furnishings without permission of the Library.
- Meeting participants must remain in public areas of the Library at all times.
- Groups using meeting rooms are responsible for clean-up after meetings. Meeting rooms should be left in the same condition in which they were found.
- Library telephones are not available for meeting room use.
- To allow for clean-up time prior to the closing of the Library, groups using meeting rooms must conclude their meetings at least 15 minutes prior to the Library’s closing time except in instances when overtime use has been approved. Overtime use must be approved by the Library Administration at least 48 hours in advance of the meeting. Approval is dependent upon the Library’s ability to provide staffing for these additional hours. Unless overtime use has been scheduled, all meeting participants must exit the Library at or prior to the Library’s closing time. Groups staying until 9:00 p.m. Monday through Thursday will not be charged an overtime fee. Groups staying past 9:00 p.m. Monday through Thursday or using the Library at any other time the Library is not open to the public will be charged $50 per hour or portion of an hour. These requirements may be waived for city, county, and state agencies.
- Groups that have been responsible for damage to Library property or that have disregarded Library rules during previous uses of the facilities may be denied further use of meeting rooms by the Library Administration.
3.3. Meeting Room Reservations
- Reservations must be made at least 24 hours in advance.
- Reservations may be made from the Library’s website: www.mcmillanlibrary.org.
- A tentative reservation may be made by telephone; however a reservation is not official until approved by the Library.
- Reservations are accepted up to six months in advance of the meeting date.
- While groups composed of individuals under 18 years of age are permitted to use the meeting rooms, an individual over the age of 18 must make the reservation, must be present throughout the meeting, and must agree to assume responsibility for the actions of the participants.
- The Library has a variety of equipment available for meeting room use. Groups wishing to use special equipment or desiring special seating arrangements should inform the Library of their needs at the time that they fill out the reservation form. A complete listing of equipment can be found on the reservation form. Access to the projection booth in the Fine Arts Center is limited to Library staff and Glenn Runnels of Totally Wired Systems.
- Cancellations should be made at least 48 hours before the scheduled starting time of a meeting. The Library reserves the right to deny future use of the meeting facilities to groups that fail to provide such notice.
- In the case of an emergency or if a meeting room is needed for other Library purposes, the Library reserves the right to reschedule or reassign a group to another meeting room.