Village Center Public Meeting Room Policy

The Village Center public meeting rooms may be used by the following groups and in this order of priority:

The Village Board
The Library for library sponsored activities.
Village Committees and Departments to carry on functions relating to government and/or the health,
education, safety, culture and general welfare of the citizens of the Village of Shorewood.
Shorewood community and school groups.
Local non-profit groups

The Library Administration reserves the right to adjust and to rearrange meeting room schedules and room
assignments as the Library/Village requirements demand. The Library reserves the right to refuse a request
submitted less than 48 hours before its start time.

Groups permitted to use the rooms will be subject to the following rules:

The event must be open to the public. No admission fee may be charged nor may a collection be
taken.
Meeting rooms may not be used for commercial demonstrations or sales promotions of products or
services.
Fund raising events are not allowed unless they are co-sponsored by the Library or the Village.
Groups of young people under eighteen years of age must have the meeting room application
completed by an adult and an adult must be present at the meeting.
A responsible person from the group will alert the library staff to open the facility and must notify
the library staff when the event is over so the room can be locked.
Groups are financially responsible for any damage, missing items, or cleaning beyond what is
normally done.

Granting permission to use Village Center does not constitute endorsement by the Library or Village of the
group or its activities.

The location of the event in any publicity must be listed as the Shorewood Village Center. Since the Library
is separate from the Village Center meeting rooms, the Library should not be mentioned in any publicity.
In order to establish the fact that the Village and the Library are not sponsoring the event, all publicity must
include the following statement:

“Sponsored by the (name of the organization booking the room).”

An organization may not use the name and address of the Library or Village Center as its headquarters or as
the official address of the organization.

No groups may use space more than twice a month.

Set up & Equipment

Staff cannot set up the room. Chairs and tables are available for groups to set up themselves to meet
their special needs. The furniture is to be returned to the position in which it was found.
If audio/visual equipment is requested, the person reserving the room should make arrangements
ahead of time to learn how to use the equipment. Staff may not be available for assistance on the
requested reservation date.
Food and beverages may be served with permission. Alcoholic beverages or smoking are not
permitted.
The Library is not responsible for the equipment, materials or property brought to the room by the
group or its members.
Staff should be notified of any emergency, accident, or unusual occurrence.
The Library Director is authorized to deny permission to any group that is disorderly or that has
violated any regulations.

Approved by Library Board on March 13, 2006