Meeting Rooms

MEETING ROOM USE POLICY:

The Seaside Public Library makes its meeting rooms available without charge to individuals and non-profit community groups. The primary purpose of this service is to provide space for educational and cultural enrichment and lifelong learning, and to support the Library’s role as a gathering place for all ages, creating a sense of community and neighborhood belonging, and a welcoming environment for all residents.

For profit agencies must meet all other community room policy criteria for use and are charged at the rate of $25 for the first 2 hours and $10 for each additional hour. (City of Seaside Resolution #3815 Adopting Fees For City Services, 34.03 Fees for Services (K) Library Fees (4) Library Community Room Charges.)

When meeting rooms are not in use for Library sponsored programs, non-profit community groups and individuals may use rooms for meetings or programs of an educational, cultural or civic nature. All meetings must be open to the public and free of charge.
No private meetings or events are permitted, except for Library, municipal, or other governmental meetings.
Meeting rooms shall not be used for commercial purposes, for the solicitation or development of business, for profit or for fundraising, or for gambling or games of chance.
Except for Library sponsored events, no admission fees may be charged or solicited; no donations of money or other property may be solicited or collected from the audience; no contact or sales lists may be compiled; and no goods or services shall be promoted, sold, or exchanged upon the premises or by sample, pictures, or descriptions, except with advance permission from the Library Director.
Community Room users must adhere to the City of Seaside’s meeting room insurance policy.
In permitting use of its meeting rooms, the Library does not imply endorsement of the beliefs, policies, or activities of any group or individual. The Library endeavors to present a broad spectrum of opinions and a variety of viewpoints.

Meeting rooms will be scheduled according to the following priorities:
- Library programs
- Municipal related meetings or programs
- Other government departments and agencies
- Local non-profit community groups and individuals
Reservations for all meeting rooms will be handled by the Library Director or designated library staff member. Applications are available at the Seaside Library. All applications will be approved or disapproved by the Library at its sole discretion; an application for use does not assure approval.
Meeting room use applications must be made at least one week in advance and up to three months in advance. The Library reserves the right to regulate the frequency of meeting room use by any group or individual in order to ensure equitable access by eligible applicants.
If an applicant must cancel a meeting room reservation, at least 24 hours’ notice should be given. Any applicant that fails to honor its reservation of meeting space without notification of cancellation will forfeit the right to reschedule.
The Library may cancel a meeting room reservation due to building conditions, weather conditions, or other special situations.
On the rare occasion that the Library finds it must use a meeting room unexpectedly for Library or governmental purposes, even though a non-Library meeting has been previously scheduled, the Library will make every effort to schedule an alternate time for the non-Library meeting.

The following meeting rooms are available for non-Library booking:

Room	Seating Capacity	Food Allowed	Other
Phone Booth	1	No
Board Room	6	No
Community Room	107	Yes	Internet (wireless), pull down screen, kitchen, bathrooms

The Conference room is available during regular library hours, from the start of the Library’s business day until 15 minutes before the end of its business day. The conference room is not available when the Library is closed.
The Community room is available during regular library hours. The community room is not available when the Library is closed.
Kitchen facilities adjacent to the Community meeting room are available upon request and with permission from the Library Director.

The meeting facilitator must check in at a public service desk upon arrival for access to a meeting room.
Meeting room activities must begin and end at the times specified in the reservation.
Tables and chairs are available. The group is responsible for setting up, rearranging, and taking down tables and chairs. Nothing may be attached to the walls or ceiling.
Meeting rooms must be left clean, in good repair and in the same condition as found. Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting rooms in the future.
Only beverages and light refreshments may be served in meeting rooms where food is allowed. Preparing and serving meals is not permitted.
No cooking with grease laden vapors. All beverage spills must be reported immediately to the Library.
Applicants must provide their own kitchen supplies and are responsible for kitchen cleanup after use. All food, beverages, and supplies must be removed from the kitchen immediately after a meeting.
All City of Seaside ordinances, including the fire code, and Library policies, including posted room capacities, must be strictly observed.
Nothing may be stored for a group before or after a meeting and all equipment, materials and supplies must be removed immediately after a meeting.
Children must be supervised at all times by a responsible adult or child aged 14 or older. At least one adult age 18 or older must be present when youth groups use the meeting rooms.
Meeting room activities must not interfere with or disturb Library staff or users. Music and other noise must be kept to a level acceptable to the Library.
Smoking and alcoholic beverages are prohibited in meeting rooms. Alcoholic beverages are not allowed on Library property. No smoking is allowed on Library property, City of Seaside Resolution #3826.
The Library telephone will be available for emergency use only. No messages will be taken for non-Library organizations or individuals.

One person aged 18 or older must be responsible to the Library for the conduct of a non-Library meeting. Any individual or organization using a meeting room must acknowledge the policies and regulations governing its use and assume responsibility for observing them by signing the application or checking the “terms” box on the online application form.
The Library assumes no responsibility for lost, stolen or damaged items brought into a Library meeting room.

Any individual or organization using a Library meeting room agrees to indemnify and hold harmless the Library, the Library Board, the City of Seaside, and its officials for any and all liability which may arise from the use of the premises

Organization Name

Person Responsible: Title

Person Responsible: First name

Person Responsible: Last name

Person Responsible: Phone

Person Responsible: Email

Purpose of Meeting

Meeting Room:

Community Room

Board Room

Reservation Date

Month

Day

Year

Start Time

Time

HoursMinutes

End Time

Time

HoursMinutes

Number of Attendees

Agree to follow our Meeting Room Use Policy

It is expressly understood that the Library has adopted certain rules applicable to the use of the Library meeting rooms, a copy of such rules being attached hereto as Seaside Public Library Community Room Meeting Policy. The undersigned has read and understands the terms of such Policy and agrees, individually and as a representative of the group as a whole requesting use of such facility, to comply with the terms therein and said individual and group as a whole shall be liable for any noncompliance thereof, to include, but not limited to, any and all damage that may occur or fees or costs that may be incurred as a result of the use of the Library facilities. Said Policy shall be binding upon such individuals and the group as a whole with the same force and effect as if written in and made a part of this Agreement. Further, the undersigned individual and the group as a whole requesting use of the Library facilities agree to indemnify and hold the City of Seaside harmless from and against any and all losses, expenses, demands, and claims made against the City of Seaside arising in any manner from such group's use of the Library facilities, whether such loss, expense, demand, or claim made against the City of Seaside is caused by City of Seaside’s negligence or not.

Board Room

Phone Booth

Community Room

Meeting Rooms

MEETING ROOM USE POLICY:

Library Hours