Troy Public Library

Your Partner in Creating a Vibrant and Prosperous Community

Room Use Policy

The Troy Public Library provides limited meeting room space that may be scheduled for use by the public. The person booking the room must complete the "Application for Use of Meeting Room" form. The following rules must be observed:

Use of these rooms shall be restricted to public gatherings of non-profit, civic, cultural or educational groups. Rooms shall not be used for commercial, profit-making or fundraising events. Rooms are not available for commercial gain of any kind. No admission or fees shall be charged for an event or gathering. Sale of merchandise or other materials is prohibited.

All meetings shall be free and open to the public. Library staff reserves the right to enter the meeting rooms at any time. No member of the public may take photographs and/or videos of the meeting or individuals attending the meeting without prior written approval of the group or user(s). If a group or user(s) denies members of the public access to a meeting, that group or user(s) shall be denied use of meeting rooms in the Library. If an individual takes photographs and/or videos without written approval of the group or user(s), that individual shall be escorted off of the premises.

Troy residents and groups can reserve a room up to a month in advance.

Non-Troy residents and groups can reserve a room up to 7 days in advance of the meeting.

Meetings are limited to 2 hours. If the room is not booked at the end of the 2-hours period, the group may extend the meeting for additional time not to exceed an additional 2-hour period after checking with staff.

Reservations must be canceled at least 24 hours in advance. No-shows will be canceled from further scheduled bookings.

Recitals are not permitted.

The Library does not provide any audiovisual equipment.

Groups or user(s) using the meeting rooms with individuals under the age of 18 years shall have one adult in attendance for every 20 individuals under the age of 18 years.

Groups or user(s) using the meeting rooms shall be responsible for leaving the room in the same conditions as it was found. Groups or user(s) shall be responsible for any and all damage caused during their occupancy.

The persons booking the room and/or the person conducting the meeting shall be responsible for maintaining order and peace at the meeting. The Library staff reserves the right to eject individuals or the entire group from the library if there is a breach of the peace. The Library staff shall have the sole discretion to make a determination as to whether there has been a breach of peace by the group.

Meetings that may cause a disruption to the regular operation of the Library, for example, but not limited to, noise, projected attendance of large crowds, and/or significant media presence, or which may impair the security of staff and patrons, or violate the Library's behavior policy will not be scheduled for use of a meeting room. The Library Director or his/her designated representative shall have the sole discretion to determine what groups or use(s) shall be denied use of a meeting room in accordance with Library policy.

Smoking and alcoholic beverages are prohibited. Limited food and drink may be permitted upon special request to the Library staff only.

Use of materials or decorations on walls or ceilings is prohibited. Lighted candles or other use of fire if prohibited. Odors and noise must be kept to an acceptable level as determined by the Library staff.

There shall be no broadcast or web broadcast from any room in the library unless the broadcast is sponsored and/or conducted by the City of Troy.

Any form of gambling or game of chance is prohibited, unless expressly permitted by law, and only if the City Council has approved the activity and issued a special permit.
Use of the meeting rooms for Library or City of Troy programming shall pre-empt any scheduled meetings, if necessary.

The Library may cancel the use of a meeting room without notice due to weather conditions, fire and/or other acts of nature or acts beyond the Library's control.

Granting of permission to use a Library meeting room does not constitute an endorsement by the City of the group or user(s) or their positions and/or beliefs. If a group or user(s) represent or advertises to its members or the public that the City is endorsing its positions and/or beliefs, that group or user(s) shall be denied future use of any meeting room.

Groups and user(s) shall comply will all City ordinances and laws of the State of Michigan and the United States.

The City of Troy assumes no responsibility, financial or otherwise, for accidents or injuries sustained by individuals or groups of individuals, while using the meeting rooms.

Violation of any part of this document will disqualify the group from future bookings.

10/2008