Community Meeting Room Policy

Meeting Rooms are reserved for Library and City programs, and when available, for use by the public. Public use is limited to community/non-profit organizations or businesses for noncommercial purposes.  No group or organization shall be denied space because of any reason protected by the Maine Human Rights Act or the beliefs or affiliations of its members. Failure to comply with the following guidelines may results in the suspension of a group’s privilege to use any Library meeting space.

Eligibility Guidelines and Conditions

The Community Meeting Room is located on the main floor, which can set up in a variety of ways (including auditorium and classroom style), and includes a kitchenette (refrigerator and microwave), and a podium.

Programs held in the library must be free of charge. Exceptions will be made for use by the Friends of Lithgow Library and partnering organizations.

Groups may use any of the meeting spaces during normal hours of operation and are responsible for setting up the room and leaving the room in good order. The library’s hours are Monday-Thursday, 9 a.m.- 8 p.m., Fridays 9 a.m.- 5 p.m., and Saturdays 9 a.m.-Noon.

Groups (other than library related) may not reserve rooms for meetings on an ongoing basis.

The library is not responsible for equipment, supplies, materials or personal belongings owned by the group or an individual used in the library. A member of the group must be responsible for the operation of audio-visual equipment.

The following uses of library meeting rooms are permitted: meetings, tutoring, lectures, musical performance, film showings (with licensed permission), community programs, and information fairs. Food, including beverages, sandwiches and light snacks are approved, but groups must supply their own paper products, utensils, dishes and condiments. Groups must clean up and place all trash and recycling in appropriate receptacles, and leave the room in the condition it was found. Groups are responsible for the set-up and breakdown of the space.

The following uses are not permitted: Serving of alcoholic beverages, affixing anything to walls, fixtures or other areas of the room. Meeting rooms may not be used to make sales, enter into contracts, advertise or promote products or services or exchange money or other property of value. An exception will be made for book/music sales connected with a performance or lecture, or events sponsored by the Friends of Lithgow Library.

Reservations and Fees

Reservations will be made on a first-come, first-served basis. The Community Meeting Room can be booked up to 3 months in advance. To reserve the Community Meeting Room, applicants must complete and return a Meeting Room Reservation Form to the attention of Sarah Schultz-Nielsen, Assistant Director, by email, mail or in person, no more than 3 months in advance of the meeting date.  One person from the group shall accept responsibility for the group’s compliance with the meeting space policy by signing the room reservation request form after reviewing and agreeing to the use of the room.

The Community Meeting Room is available for $25 up to 4 hours, and $50 for an entire day.  The library only accepts checks made out to the Lithgow Public Library.  The fee is non-refundable. Rental charges for meeting room use must be paid in advance of the event. Payment and billing arrangements must be made at the time of the reservation. The Library will invoice groups that wish to be billed. Any group that fails to pay their bill within 45 days of being invoiced shall be denied meeting room privileges until its account is cleared.

Groups must cancel any reservation for the Community meeting Room by contacting Sarah Schultz-Nielsen at the Library as soon as they are aware that they no longer need the room.  Reasonable accommodation will be made to reschedule programs that are cancelled or delayed for weather-related emergencies.  The library reserves the right to cancel a scheduled meeting with appropriate advanced notice if the room is needed for library programming.

The large and small group study rooms are available free of charge.

Parking

Groups using the Community Meeting Room for more than 3 hours are encouraged to use street parking, to ensure there is adequate parking for all library visitors.

Technology Needs

The Community meeting Room is equipped with a 75” Samsung Smart TV and 1 additional Bluetooth speaker. The library also has a projector and screen for use instead, upon request in the Meeting Room Reservation Form.