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Huguenot Children's Library

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Friends of NRPL
    

The Library welcomes use of its meeting rooms and other related facilities by community organizations for activities and purposes that are in keeping with the Library’s educational, cultural and social goals.

Meeting rooms are available in the following priority:

a.                  Library Programs; those co-sponsored by the library;

b.                  Meetings sponsored by City departments, Library-related organizations, and open public hearings sponsored by elected public officials;

c.                   Meeting of non-profit organizations for civic, cultural, intellectual or educational purposes held during Library hours. (No fee)

d.                  Events and programs sponsored by organizations for civic, cultural, intellectual or educational purposes.
(Fee per attached schedule)

Priority in use of meeting rooms is given to Library programs.  Reservations for meeting rooms may be canceled (subject to refund of fees) for Library program purposes generally on ten
(10) days notice, and on the specific direction of the Library Director cancellation of meeting room reservations may be
made on no less than 24 hours notice if cancellation is deemed necessary by the Library Director for emergency purposes or otherwise deemed in the best interests of the Library. 
If the Library closes due to an emergency (e.g. weather),
all meetings are canceled. The Library will inform the media about closings.

Meetings of all types are free and open to the public.  Unless specifically approved by the Library Director, no fees, dues or donations may be charged or solicited for any program.  Meeting rooms may not be used by outside organizations or individuals for commercial and/or for-profit purposes, including investment seminars, sales/service demonstrations, programs by private for-profit health care representatives, etc. The facilities may not be used for fund raising purposes, except by the Friends of the Library, the New Rochelle Public Library Foundation
or the Partnership for the Huguenot Children’s Library. No promotional materials to solicit business may be distributed at meetings. 
Programs may not disrupt the use of the Library by others. All persons using the meeting rooms are subject to all Library rules and regulations. 

Meeting rooms are available at the standard rate during Library’s hours of operation.  There is a fee for overtime use of the Library.  Meeting room usage must not commence later than thirty (30) minutes prior to the schedule time for Library closing on the date of meeting
room use.

Rooms may be booked on an occasional basis, no more than six months in advance.  They may not be reserved for regular meetings
(i.e. weekly, monthly, etc.), except as specifically approved by the
Library Director. The Library reserves the right to determine the number
of events that will be held simultaneously at its facilities. Failure to comply with these regulations may result in the suspension of a group’s meeting room privileges. 

Reservations for meeting rooms are made through the Library’s Community Relations Office (632-7878, ext. 34).   Applicant must
be an authorized adult representative of organization requesting room. 
Return of written application for room use confirms room rental. 

Bill for room rental is rendered upon receipt of written application and is due and payable within ten (10) days of acceptance of the reservation
by the Library.

To cancel a room reservation, the organization renting the room must notify the Community Relations Office by telephone as soon as possible before the meeting date.  The applicant has the option to reschedule the meeting, and if the meeting is not rescheduled the reservation fee will be refunded to the organization renting the room.

The organization renting the room is responsible for the conduct of
the meeting, payment of fees, and reimbursing the Library for any
damage to furniture, equipment or carpets. An authorized adult
representative of the organization renting the room must be in attendance
at all times during the meeting. No organization may use the Library
as its mailing address or for the receipt of telephone calls.

Rental of meeting rooms does not imply endorsement of the organization renting rooms, their beliefs or activities. 
Organizations may not imply that an event or meeting is sponsored,
co-sponsored or endorsed by the Library in any advertising or publicity.

Sign-in may not be required as condition of entry to meeting. 
If this information is taken, organizations must secure the permission
of attendees for any future use.

Fire codes must be observed at all times.  Room occupancy may
not exceed legal limits and furniture and equipment may not block
aisles and exits.

Smoking is prohibited at all times.  Use of cell phones and other electronic devices must be in accordance with all Library policies.  Consumption of alcoholic beverages in the Library,
and its meeting rooms, is prohibited.

The Library cannot provide storage for the property of organizations meeting there, accept shipments addressed to organizations, or provide special parking for those attending meetings.

The Library will not be responsible for the loss of, or damage to equipment, supplies or other materials owned by an organization
or individual.

The Library does not supply porter service or storage space for
supplies and equipment.

The Library has limited maintenance staff and cannot guarantee that room changes on the day of the meeting can be accommodated.

Rooms must be left neat and in good order. Trash must be
disposed of in refuse containers provided.

Insurance

Organizations or individuals that charge a fee for events or programs must provide an appropriate level of liability insurance naming the
Library as co-insured.

Library sponsored or co-sponsored events may be exempt from some of the above regulations at the discretion of the
Library Director.

Any use not specifically covered herein, or as to which there is an ambiguity, shall be subject to review by the Library Board of Trustees, who shall make the final determination in regard thereto.

For additional information, please contact:
Library Community Relations Office
Phone (914) 632-7878, ext. 34
Fax:  (914) 632-5386
Email:  bdavis@nrpl.org

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