Covid-Related Meeting Space Guidelines

Reserve a Meeting Room Banner

To protect all staff and patrons from the possibility of Covid infection, the following guidelines are in place for all who use the meeting room(s):

  • All participants must wear masks at all times regardless of vaccination status
  • Capacity of the Ames Room is limited to 18 people
  • Capacity of the Activity Room is limited to 8 people
  • Contact person for private meetings must collect the names and email addresses of participants; participants of public meetings must register on the Library's website

If someone who attended a meeting tests positive for Covid, all who were present will be contacted and notified. The contact person will notify attendees of private meetings and library staff will notify attendees of public meetings and/or programs. 

We will revist these guidelines as needed and reevaluate based on the state of the pandemic.


Private Meetings

The Ames and Activity Rooms are available for community members to reserve for private meetings. As this is the primary location for all programs and events hosted or sponsored by the Library and the Friends of the Library, library staff reserve the right to cancel or relocate the meeting to another meeting space if necessary. To avoid scheduling conflicts, outside groups seeking a venue for private meetings may only request use of the meeting rooms up to one month prior to the date they would like to reserve. These meetings must fall within the Library's normal operating hours, no later than 7:00 PM on a Monday or Wednesday evening or 4:00 PM on a Tuesday or Thursday-Saturday evening. Library staff will only reserve a meeting space for private meetings if there are no scheduling conflicts, and canont necessarily reserve the space for all dates and times requested. Staff support or technology use is unavailable for private meetings without prior arrangements. The Library will not advertise or in any way notify the public about private meetings.

The contact person for a private meeting or program is responsible for the following:

  • Filling out a Meeting Room Request Form
  • Ensuring the Library's Covid Guidelines are followed by attendees
  • Vacating the room by the agreed upon end time
  • Setting up the room the way they found it if changed

The library shall not discriminate in granting use of the meeting rooms on the basis of race, religion, age, gender identity, national origin, disability, or any other protected class. Allowing a group to use the Ames Room or any other meeting space does not imply any endorsement by the Library of the group's beliefs, policies, practices, or program(s). Private meeting spaces will be granted depending upon room / staff availability and the volume of requests. The contact person is financially responsible for any and all damages accrued during the use of the meeting space.


Public Meetings

Community members may request to use the Ames Room for public discussions, information sessions, or programs that may be of public interest to a broader audience. As a sponsor, the Library will promote the program on its monthly enews, website, social media platforms, and in local newspapers. Requests for a public program sponsored by the Library can be considered up to three months prior to the proposed date. Library sponsorship refers only to the allotment of meeting and/or advertising space granted to the applicant and does not imply any endorsement by the Library of a particular belief, policy, practice, or message.

The person of contact for a public meeting or program is resopnsible for the following:

  • Filling out a Meeting Room Request Form
  • Ensuring the Library's Covid Guidelines are followed by attendees
  • Vacating the room by the agreed upon end time
  • Providing a designated staff person a public meeting title, description, and other pertinent promotional information
  • Informing a designated staff person of the number of meeting attendees
  • Setting up the room the way they found it if changed

Requests for Library sponsored public meetings and/or programs will be considered according to room and staff availability, demand, and relevance to the needs of the community. Library staff reserve the right to approve or deny requests for use of Library meeting space. The contact person is financially responsible for any and all damages accrued during the use of the meeting space.


Meeting Room Application

All who wish to reserve a meeting space must submit a completed Meeting Room Reservation Request Form to the Circulation Supervisor via email, fax, or in person. A new form must be submitted within the allotted time window (one month for private meetings, three months for public meetings) once the approved dates have expired. The petitioner will be notified as to whether or not the Library can accommodate their request for a meeting space within one week via email.