Meeting rooms

Policies and Procedures for meeting rooms at the Hesperia Community Library

Meeting room capacity – 75

Non-profit groups and organizations with a 501c3 certificate are free of charge. General public rate - $25 per hour

There is a $100 deposit for first-time and one-time users, refundable after room inspection within three business days of event.

Organizations may collect ordinary annual dues or donations from attendees. No attendance entry fee may be charged.

Persons reserving the Newfield and Community room will be required to complete a reservation form. They will also receive a check-list for clean-up.  Groups must complete the required items on the Room Check List.  If they do not: first they will receive a verbal reminder, the second time they will receive a written request to follow the guideline or fix the problem, the third time the group will lose their reservation privileges.

All equipment requests must be made in writing on the standard Library form at the time the reservation is made. Groups are responsible for set-up, replacement, and clean-up.  Groups may NOT set up the day before nor clean the day after the event.

No decorations, either hanging from the ceiling or attached to walls, are permitted due to fire regulation.

All garbage and refuse must be removed from the library premises. Use of the Library outdoor garbage receptacles is prohibited.

Reservations will be taken on a first-come, first-serve basis.

Library sponsored or co-sponsored programs always take priority. The Library reserves the right to change or cancel reservations to accommodate Library programs.

Organizations who wish to reserve the rooms on a weekly basis must be willing to relinquish it whenever there is a request for other programs and meetings. The Library Director will make every effort to accommodate as many groups as possible.

The meeting rooms are available during regular library hours and must begin while the library is open. Meeting room use must not interfere with the normal operation of the Library.  No keys will be issued.    Weekend and after library hours may not exceed 10:00pm.

Library facilities will be left in a clean and orderly condition. The person reserving the room will be responsible for the condition of the room and equipment used.  Any damage may result in loss of deposit and incur additional charges.

Each time a staff member is needed outside of Library hours the group will be charged a $50 fee. The staff member who responds to the call will receive the fee.

Use of the public meeting rooms does not imply Library endorsement, and no announcement, press release, flyer or other promotion should state or imply Library endorsement or sponsorship of the event or the organization. Groups may not use the Library’s name or address as their own headquarters location or store their property at the library between meetings.

Groups using the public meeting rooms agree to indemnify and hold harmless the Hesperia Community Library from any suits, actions, claims, or demands of nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings, or equipment.

Individual groups or organizations reserving the public meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

Handouts, pamphlets, or other materials may be distributed only to those attending the meeting and may not be placed outside the public meeting rooms for general distribution or left in the library at the conclusion of the meeting.

Adults bringing children to meetings must keep the children in the assigned meeting room. Children may not sit or play in the corridors or be left unsupervised in the Library.

Light refreshments may be served. The community Room has a small adjacent kitchen equipped with a refrigerator.  Alcoholic beverages and red beverages are prohibited.

Persons attending meetings are subject to all city ordinances, state and federal laws and library policies.

There is no smoking or use of tobacco, including e-cigarettes, in any room in the library.

All rooms are subject to video surveillance.

The Board President will appoint two trustees to review reservations for groups and organizations whose request does not clearly fit the policy.