Hornell Public Library Hand-Saxon Room Application

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The Hand-Saxon Room (H.S.R.) is available for public use when not required for Library programs. This form should be completed by any individual or group at least two weeks in advance of the need, and use of the room is at the discretion of the Library Director.

Name of Organization / Individual: *

Person responsible over age 18 (if user is an "Organization", this must be someone authorized to sign a contract on behalf of the Organization): *

Mailing Address: *

Phone / Cell Number: *

Email: *

Date(s) of Use: *

Start Time: *

End Time: *

Description of Program / Activity: *

Goals/Objectives of the Program/Meeting: *

Estimated Number of Attendees: *

Request for use of Conference Room Technology:

(*Training on all equipment being requested for use is required, along with signing equipment and internet usage agreements)

Yes

Meeting Room Rules for Use. Please check or initial next to each statement to indicate agreement: *

Your event can be restricted to members or invitees, but must be free of charge.

Your organization must not bar any person on the basis of identity.

The Hornell Public Library and its Board of Trustees accepts the goal of promoting positive interactions, including interactions which are free from divisive attitudes based upon race, ethnic roots, national origin, religious affiliation, gender, sexual orientation, and age. The Hornell Public Library, including the Hand Saxon Meeting Room shall not be used by any individual, group, or organization that subverts these efforts.

If your organization is advertising a meeting or evet you have scheduled in the H.S.R., any online or printed advertisements must say, "This event is not a Hornell Public Library sponsored or endorsed program or event." The Hornell Public Library's logo must not be used, and the Hornell Public Library must not be tagged in any advertising or social media posts.

The Patron Code of Conduct applies to all persons attending your event and you will ensure attendees are aware of the requirements.

No smoking anywhere in the building or on Library property. This is in keeping with New York State Public Health Law 1399-o.

The capacity of the room is no more than 22 people.

There is a minimum $25 cleaning fee if the H.S.R. is not left clean and orderly. If this is the case, you may also lose future use privileges.

Turn off lights in the H.S.R. when done using it.

H.S.R. door must remain unlocked while room is in use.

The exit adjacent to the H.S.R. is to be used in case of emergency.

Children ten (10) and under are not to be left unattended in the Library while parents / guardians attend meetings, programs or events.

Items such as pens / pencils, stapler, copies, scissors, tape, etc. are not provided with use of this room.

Sale of merchandise or other materials is forbidden on the premises unless specific approval from the Library Director is obtained with this application (at least three days prior to the meeting).

To ensure equitable access to the community, H.S.R. reservations must be made for specific hours and dates. Individual or group reservations must not exceed 2 hours per week or 10 hours per month, without specific Director and/or Board of Trustees approval.

The Library will work to ensure the space is ready for your group, but must reserve the right to cancel the reservation on the basis of safety or the operational needs of the Library. If the Library must cancel your reservation, the Library will contact the responsible person at the number listed as soon as possible.

Notice of cancellation by your organization should be made to the Library Director as soon as possible. After 30 minutes, a group may forfeit its reservation if it fails to appear as scheduled. If a group fails to show for two meetings in a row and does not call to cancel, all future reservations are forfeited until the group calls to reschedule.

If a group calls to reschedule after failing to notificy the Library of two prior no-shows and then fails to show up a third time, all future use is forfeited.

Proof of residency within Steuben County must be provided to use the H.S.R.

After hour use of the H.S.R. is prohibited, except from library programming and events.

Organizations must provide proof of 501(c)3 status and insurance upon request from the Director or Board of Trustees

Activities where there is a high risk of damage to room equipment or where supervision levels may be insufficient to ensure room upkeep are not permitted.

Failure to follow these Meeting Rules of Use are grounds to lose future use of room privilages.

Required

Hold Harmless and Indemnification

The individual or organization arranging to use the room agrees to hold harmless, indemnify, and defend the Hornell Public Library, its officers, directors, agents, representatives, managers, employees and affiliates from and against any and all claims, suits, liens, judgements, damages, losses and expenses including reasonable attorney fees and legal expenses, incurred in relation to this conditional use of the Library's property.

Please sign below indicating agreement:

Acknowledgements

As the "responsible party" listed above, my signature below indicates that I have read and agree to the Hand-Saxon Room Use Policy:

As the responsible party, my signature below indicates that I have read and will abide by, and direct attendees to abide by, the Patron Code of Conduct and the Hand-Saxon Room Use Guidelines: *

My signature below indicates that I agree that I, or the organization I represent, will assume full responsibility for any damages or additional cleaning fees. *

I / We or My / Our organization, its officers, employees and members shall, through the signing of this Agreement by an authorized party or agent, agree to exercise the utmost care in the use of the Library facility, the surrounding property, and to hold the Library harmless from all damages, liabilities, injuries, or losses to persons or property resulting from use of Library facilities. Please sign below indicating agreement: *

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