22. Community Rooms

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. Please note, the library reserves the right to deny a room if it is believed that the number of parking spaces potentially taken by meeting participants would negatively impact simultaneous library programming or use. The use of these rooms is considered a public service and as such are subject to the following rules and regulations:

A. Eligibility of Users

Community rooms of the Mercer County Library System are available without charge to any civic association, study, recreational, social, and cultural or community group, a substantial proportion of whose membership resides in the Mercer County Library System service area. Organizations must not be in violation of any Federal, State, or local law (see Community Room Registration Form, Attachment E).

B. Responsibilities of Users

Supervision of Children

Meetings that are primarily for children must include at least one responsible adult for every 15 children in attendance.

Promotion and Advertisement

  • Any advertisement must be reviewed by the Branch Manager or their 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.
  • The Mercer County logo should not be used on promotional materials the group may publish.

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, lights off, windows closed, and doors locked, if so directed.

C. Logistics

  • An authorized representative of the organization will arrange scheduling with the Branch Manager or designee. 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.
  • 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.

D. Prohibited Activities

  • Fundraising projects (non-library sponsored) and commercial profit making ventures may not be conducted.
  • Private parties (birthdays, showers, retirement, and family reunions) are 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.

E. 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 three consecutive meetings will result in denial of future use.