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MEETING ROOM POLICY
The Kilgore Public Library encourages public use of its meeting facilities in keeping with the
Library’s mission “To provide free and unrestricted access to informational, educational,
cultural and recreational library materials and services in a clean, comfortable, secure
environment for people of all ages.”
The Meeting Room Policy establishes general guidelines and procedures for the use of the
Library meeting room. While these guidelines and procedures are intended to be
comprehensive, other guidelines and rules may be identified and enforced, on a case-by-
case basis, as the Library Director deems necessary under specific circumstances, as they
arise. The City of Kilgore reserves the right to revise this Policy.
Use of library meeting rooms by any group signifies acceptance of the terms of this policy.
GENERAL GUIDELINES
• The Meeting Room is designed to meet general informational, educational, cultural,
business, and civic needs.
• A club, organization, business or nonprofit corporation that has three or more members
will be eligible to use the meeting room.
• There is no charge for meeting room use. However, a security deposit is required prior
to use. A security deposit of $50.00 is required for use of the Meeting Room for all non-library
sponsored events. The deposit will be returned after the use of the room; unless the room is
left unclean or damaged in which case the deposit will be forfeited.
• Use of the Library’s meeting room does not constitute Library or City of Kilgore
endorsement of materials, opinions, or viewpoints of attendees or participants.
Advertisements or announcements implying such endorsements are not permitted.
• Solicitation, admission or other charges, money-raising activities and/or sales is not
allowed unless specifically to benefit the library.
• The Meeting Room may not be used for social gatherings such as showers, birthday
parties, family reunions, weddings, etc.
• Items are not to be nailed, taped, tacked or otherwise attached to walls or other parts of
the meeting room without permission from the Library Director.
• Meeting Room may not be used for religious services or political campaigns. Religious
study groups and political forums that are sponsored by eligible clubs, or organizations and
non-profit corporations are permitted.
• The Meeting Room must be completely vacated prior to the Library’s closing time.
• The City or Library needs may preempt any other scheduled event.
• Children must be supervised by a care giver at all times. Adults attending meetings must
not leave children unsupervised in the library.
• Smoking, alcoholic beverages, open flames, burning incense, and lit candles are not
allowed.
• The Library does not furnish items such as cups, napkins, coffee, etc. The ‘borrowing’
of supplies such as coffee, sugar, etc., is not allowed.
• The Group using the Meeting Room is responsible for all set-up and clean-up, which
must take place during the time frame for which the room is reserved. In order for the group
to receive their deposit back, the room must be returned to the same condition and
arrangement in which it was found.
• Furniture and/or equipment from the main area of the Library may not be brought into
meeting room.
• All trash must be removed from the Meeting Room and deposited in the dumpster next
to the City Pool.
RESERVATIONS
• Room Reservation Request form may be obtained from the library or copied from the
Library’s website. Reservations will be taken on a first come, first serve basis.
• Reservations may be made up to six months in advance.
• Notice of cancellation should be made as soon as possible. After 30 minutes a group
may forfeit its reservation if it fails to appear as scheduled.
• Meetings will not be scheduled before or after Library hours. Group representatives
may not enter Library, nor will their deliveries be accepted, before the regular opening time.
• Groups may not assign their reservations to other groups.
• The individual making the reservation, as well as the membership of the group as a
whole, will be held responsible for any and all damages that may occur as a result of the use
of the facilities.
• Permission to use the Library’s meeting room may be withheld from groups failing to
comply with the Meeting Room Policy and from any group that damages the room,
equipment, or furniture, or causes a disturbance.
Questions not covered in this policy should be addressed to the Library Administration, (903)
984-1529.
Adopted by Kilgore City Council 3/10/09 Resolution No. 09-02
The Kilgore Public Library encourages public use of its meeting facilities in keeping with the
Library’s mission “To provide free and unrestricted access to informational, educational,
cultural and recreational library materials and services in a clean, comfortable, secure
environment for people of all ages.”
The Meeting Room Policy establishes general guidelines and procedures for the use of the
Library meeting room. While these guidelines and procedures are intended to be
comprehensive, other guidelines and rules may be identified and enforced, on a case-by-
case basis, as the Library Director deems necessary under specific circumstances, as they
arise. The City of Kilgore reserves the right to revise this Policy.
Use of library meeting rooms by any group signifies acceptance of the terms of this policy.
GENERAL GUIDELINES
• The Meeting Room is designed to meet general informational, educational, cultural,
business, and civic needs.
• A club, organization, business or nonprofit corporation that has three or more members
will be eligible to use the meeting room.
• There is no charge for meeting room use. However, a security deposit is required prior
to use. A security deposit of $50.00 is required for use of the Meeting Room for all non-library
sponsored events. The deposit will be returned after the use of the room; unless the room is
left unclean or damaged in which case the deposit will be forfeited.
• Use of the Library’s meeting room does not constitute Library or City of Kilgore
endorsement of materials, opinions, or viewpoints of attendees or participants.
Advertisements or announcements implying such endorsements are not permitted.
• Solicitation, admission or other charges, money-raising activities and/or sales is not
allowed unless specifically to benefit the library.
• The Meeting Room may not be used for social gatherings such as showers, birthday
parties, family reunions, weddings, etc.
• Items are not to be nailed, taped, tacked or otherwise attached to walls or other parts of
the meeting room without permission from the Library Director.
• Meeting Room may not be used for religious services or political campaigns. Religious
study groups and political forums that are sponsored by eligible clubs, or organizations and
non-profit corporations are permitted.
• The Meeting Room must be completely vacated prior to the Library’s closing time.
• The City or Library needs may preempt any other scheduled event.
• Children must be supervised by a care giver at all times. Adults attending meetings must
not leave children unsupervised in the library.
• Smoking, alcoholic beverages, open flames, burning incense, and lit candles are not
allowed.
• The Library does not furnish items such as cups, napkins, coffee, etc. The ‘borrowing’
of supplies such as coffee, sugar, etc., is not allowed.
• The Group using the Meeting Room is responsible for all set-up and clean-up, which
must take place during the time frame for which the room is reserved. In order for the group
to receive their deposit back, the room must be returned to the same condition and
arrangement in which it was found.
• Furniture and/or equipment from the main area of the Library may not be brought into
meeting room.
• All trash must be removed from the Meeting Room and deposited in the dumpster next
to the City Pool.
RESERVATIONS
• Room Reservation Request form may be obtained from the library or copied from the
Library’s website. Reservations will be taken on a first come, first serve basis.
• Reservations may be made up to six months in advance.
• Notice of cancellation should be made as soon as possible. After 30 minutes a group
may forfeit its reservation if it fails to appear as scheduled.
• Meetings will not be scheduled before or after Library hours. Group representatives
may not enter Library, nor will their deliveries be accepted, before the regular opening time.
• Groups may not assign their reservations to other groups.
• The individual making the reservation, as well as the membership of the group as a
whole, will be held responsible for any and all damages that may occur as a result of the use
of the facilities.
• Permission to use the Library’s meeting room may be withheld from groups failing to
comply with the Meeting Room Policy and from any group that damages the room,
equipment, or furniture, or causes a disturbance.
Questions not covered in this policy should be addressed to the Library Administration, (903)
984-1529.
Adopted by Kilgore City Council 3/10/09 Resolution No. 09-02
| The library has a beautiful meeting room available for use. The room has a maximum capacity of 50. |