MEETING ROOM POLICY
Meeting room space is available to the community on an “equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use” (Library Bill of Rights, Article VI).
The Dowagiac District Library provides meeting rooms to facilitate the furthering of its mission, which is to provide access to ideas, information, experiences and resources for life-long learning.
The use of the meeting rooms by outside organizations does not imply endorsement of the organization or its programs by the Library. The Library reserves the right to cancel or refuse a room reservation at any time.
Meetings may be open to the public. Admission may not be charged and no collections of money will take place, except to cover the cost of supplies.
Presentations by a candidate or official ballot question committee, both as defined in the Michigan Campaign Finance Act, MCL 169.201 et seq, or any non-partisan organization regarding candidates or ballot questions, are allowed.
Smoking and alcohol are prohibited in the Library. An exception may be made for serving alcohol at special library events.
Food is allowed in the Community Room and kitchen with a deposit of $100. Deposit not required for Library-sponsored events. A cleaning fee will be charged to the group representative if extra janitorial work is needed beyond regularly scheduled cleaning.
Organizations and individuals using the Library’s meeting rooms are liable for any damage or soiling to furniture and fixtures. Use may require liability and damage protection as determined by the Library Director.
An individual who makes a false statement concerning the purpose for using the meeting rooms may be denied future use of the rooms.
No lighted candles are allowed in the meeting rooms. Tape, nails, or other adhesives may not be used on the meeting room walls or furniture.
Individuals and organizations shall indemnify and hold harmless the Dowagiac District Library and its staff and officials against law suits, actions, damages, and expenses of any nature.
Individuals and groups are solely responsible for their own physical safety and personal possessions while using the meeting rooms.
The Library’s Emergency and Disaster Recovery Policy applies to the meeting rooms. When the library closes due to inclement weather, or other emergency, fees and deposits will be refunded unless meeting reservations can be rescheduled to the satisfaction of the parties involved.
Dowagiac District Library
Community Room Regulations
Community Room space is available on an “equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use” (Library Bill of Rights, Article VI).
Maximum capacity for the Community Room is 79 individuals.
The use of the Community Room by outside organizations does not imply endorsement of the organization or its programs by the Library. The Library reserves the right to cancel or refuse a room reservation at any time.
There is no fee for the use of the Community Room, unless food is involved (drinks with lids are allowed). See Library Director for Community Room reservations made outside of regular Library hours.
Meetings may be open to the public. Admission may not be charged and no collections of money will take place, except to cover the cost of supplies.
The Library does not allow personal or private parties in the Community Room (such as baby showers, retirements, graduation parties, etc.)
The Library is not responsible for accidents, injury, or the loss of property while using the space.
Groups may reserve rooms up to 10 business days in advance. A group may reserve the room for no more than once a month. Any person 21 years or older may fill out an application for the Community Room.
When reserving the space, you must give the group name, name of the group representative, special equipment to be brought in, number expected to attend, and time arriving and leaving.
Priority for use of the Community Room will be given to:
1. Library activities (including programs, classes, meetings, etc.)
2. Library co-sponsored events.
3. Groups that are based within the Dowagiac Library District.
All other groups will be given consideration on a first-come/first-served basis.
A kitchen with refrigerator, microwave and oven is available for use for keeping preprepared food cold or warm. No food is to be prepared on premises. No food is allowed outside of the reserved room.
The kitchen must be left neat and clean and leftover items removed. The Library assumes no responsibility for items left unattended in the kitchen.
Tables and chairs may be arranged according to the scheduled party’s needs. All furniture must be returned to its original location.
Any damages resulting from use of the space will be charged to the group representative and may prevent the organization from using the space thereafter.
The meeting space is available during regular hours except that meetings must end and the room be put back in good order by 15 minutes before the Library closes, unless arrangements have been made to reserve the room outside of regular hours. Otherwise, a $25 fee will be charged.
Dowagiac District Library Study Room Regulations
Study room space is available on an “equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use” (Library Bill of Rights, Article VI).
The use of the study rooms by outside organizations does not imply endorsement of the organization or its programs by the Library. The Library reserves the right to cancel or refuse a room reservation at any time.
The space is available for the benefit of private individuals, organizations and for purely social meetings, however study groups will be given priority.
Library sponsored activities have priority over non-library reservations.
The Dowagiac District Library provides three rooms with a maximum of 6 individuals per room.
Study rooms must be reserved either at the Front Desk or upstairs in the Children’s Department, and may be reserved up to 7 days in advance. There is a time limit of 3 continuous hours on room reservations. Library staff may extend existing reservations if the other Study Rooms are vacant with no immediate reservations.
There is a 15-minute grace period on room reservations. If the individual or group does not arrive within the allotted grace period, or if the room is unoccupied for 15 minutes during the reservation, the individual or group forfeits the reservation to those who are waiting.
Formal groups and individuals may reserve the study rooms up to 4 times a month, or on a first come, first served basis.
A group is considered an individual and any attempt to reserve the room for consecutive times under different names will result in the cancellation of the group’s reservations.
Noise must be kept at a reasonable level.
Any damages resulting from use of the space will be charged to the group representative and may prevent the organization from using the space thereafter.
A cleaning fee will be charged to the group representative if extra janitorial work is needed beyond regularly scheduled cleaning to return the room to its original condition.
The study rooms are available during regular hours up to 15 minutes before the Library closes.
Adopted by the Library Board June 9th, 2020
Revised August 10th, 2021
Revised February 14th, 2023.