Community Room


Usage of Carthage Public Library's meeting room is subject to the policies
listed below. An agreement form must be signed in advance and reservations
made before use of the community room. Chairs, tables, lectern, whiteboard,
TV/DVD cart, and other limited equipment are available for use in the
meeting room and should be requested in advance at the time of reservation.

For more information, e-mail or call us at (417) 237-7040.


Carthage Public Library


Meeting Room Policy


The purpose of this policy is to insure orderly, peaceful and efficient use of
the Carthage Public Library meeting room and equipment so as to accommodate and
provide equal access to as many groups and organizations as is reasonably
possible. The Director or other designated library staff member shall schedule
or reserve meeting rooms in accordance with the following regulations. The
Board of Trustees of the Carthage Public Library shall have the final authority
in granting or refusing permission for use of the rooms where conflicts arise
between the proposed use of the library meeting room and regulations outlined
below.

1. Meeting rooms are available to non-profit groups and organizations whose
membership is composed primarily of residents of the library district if the
room is used during library hours. Payment of a $50.00 refundable damage
deposit is required for all users. The damage deposit must be paid at the time
the meeting room is reserved.

2. In addition to the $50.00 refundable damage deposit, a fee of $25.00 per
hour will be charged for use of the meeting room after library hours. The
rental fee must be paid at the time the meeting room is reserved unless
arrangements are made in advance with the Library Director.

3. Applications for the use of the meeting room must be made in writing to the
Director or to members of the library staff who have been assigned
responsibility for scheduling such meetings. A form is provided by the library
for this purpose.

4. Fire code limits the occupancy of the meeting room to 75 persons at a time.

5. Because the Library encourages use of the room by many groups, the meeting
room may not be booked more than 12 months in advance and may be used no more
than once a week on a continuing basis. Library-sponsored programs shall
receive priority in the event of a scheduling conflict.

6. Notice to cancel must be given to the Library at least 24 hours in advance
except in the event of inclement weather. If the required notice is not given,
the $50.00 deposit will not be refunded, except under special circumstances and
at the discretion of the Library Board of Trustees.

7. Meetings shall be open to the public, except that a public governmental body
may hold a closed session pursuant to the provisions of RSMo 610. Normally fees
or collections for admission may not be charged. Programs conducted by
educational institutions, including the Library, may pass charges for tuition,
supplies, or refreshments on to the registrant. Due to the public nature of
meeting rooms, booking requests shall be treated as public documents.

8. Facilities may not be used for commercial purposes, (i.e., sale of goods or
services, executing fee-for-service agreements, or securing contracts of
commitment to services provided elsewhere). Commercial programs listed or
presented as informational, educational, or instructional must remain so, and
presenters shall make no direct solicitation of attendees to secure clients or
customers for their commercial purpose.

9. Purposes, objectives, or views of groups or organizations using library
meeting rooms shall in no way be announced, advertised, or displayed so as to
suggest that the organization, its mission, beliefs, or purposes are endorsed
by the Library.

10. All Library facilities are smoke-free and the use of tobacco products is
prohibited. Alcohol may be served if prior approval is obtained from the
Library Board of Trustees. Users shall be assessed for damage to, and excessive
cleaning of, meeting rooms. Kitchen and food preparation facilities are very
limited. Users must furnish their own serving cups, plates, and utensils.

11. Users are responsible for arranging the room. Nothing is to be attached to
the walls.

12. No materials, equipment or furniture belonging to any group or individual
may be stored on Library premises and the Library will assume no responsibility
if materials, etc. are left on the premises.

13. Access to Library-owned equipment may be limited by availability, staffing,
or type of equipment required. Organizations desiring to use Library-owned
equipment in a meeting room should request permission for its use when applying
for the meeting room. Organizations using such equipment assume full
responsibility for any damage to equipment while it is in their possession.

14. Parents may not leave children unattended while using meeting room
facilities.

15. Children’s groups may use the meeting room provided there is at least one
adult supervisor for each eight children in attendance.

16. Any user or group agrees to indemnify and hold the Carthage Public Library
harmless from any and all action, suits, causes of or relating to its use of
such rooms and facilities. Further, such person or group agrees to indemnify
the Library from any and all costs for repair of any and all damage as may be
caused directly or indirectly to the room and or facilities by such use thereof.


For more information, e-mail or call us at (417) 237-7040.