Ritter Public Library is committed to helping build a sense of community by offering free meeting room space to groups, organizations and local businesses when the rooms are not being used for library activities. Provision of space does not constitute an endorsement by the Library Trustees or staff of any group or its activities.
Use of meeting space must be non-solicitational in nature. Meetings planned as commercial endeavors or that advertise products or services are not permitted. Rooms are not available to individuals for private parties such as birthdays, showers or receptions. Groups may not charge admission or require donations for their meetings.
All groups and individuals using the Library’s meeting rooms must follow the Code of Conduct. If a group or individual fails to follow the Code of Conduct the Library reserves the right to immediately terminate the meeting or event. The group, upon notification of a disturbance, will immediately discontinue the disturbance or vacate the premises.
The adult representative of the group who signs the application agrees to assume responsibility for the group’s adherence to the rules and any loss or damages to the facility or equipment which may occur as a result of the group’s use.
Only the Friends, Endowment Fund, or Foundation may sponsor fund-raising activities in the Library.
The Library’s meeting rooms may be used by political groups for regular meetings of an organizational nature. They may be used for public forums, debates, and candidates’ nights but not for self-promotion of any one candidate. A form certifying that all sides will be represented must be completed before an application can be approved.
The name, address or telephone number of the Library may not be used as the official address or headquarters of an organization. The use of meeting rooms by a non-library group shall not be publicized in such a way as to imply sponsorship of the group’s activities by the Library.
The Library reserves the right to attend any meeting to ensure the group is adhering to the Code of Conduct and Meeting Room Policy.
Reservations
Reservations for use of rooms are on a first-come, first-served basis to qualified groups. Meeting rooms should be booked by a responsible adult (18 yrs. or older) at least 24 hours in advance. Use of meeting rooms must be approved by the Library. The Library reserves the right to determine which room will best accommodate each group’s needs and assign rooms accordingly. Groups are not permitted to use a room until the request has been approved. Reservations for a regular meeting by the same group will be allowed up to three months in advance.
Groups must check in and out at the main desk each time they meet.
Hours
Meeting rooms are available during regular Library hours. All groups are expected to leave the Library 15 minutes before closing.
Equipment & Set-Up
Room set-up is each group’s responsibility. Each room must be left in the condition in which it was found unless other instructions are given.
Groups that view videos or other media must secure all necessary performance licenses and indemnify the library for any failure to do so.
Food and Beverage
Light refreshments may be served. No food is permitted in the Ritter Room. The kitchenette is available for any group use, so long as it is cleaned afterward. A refrigerator and microwave are also available. Groups must bring their own supplies. Storage of equipment and /or supplies is not permitted in the library.
Cancellations
Groups should notify the Library as far in advance as possible, but at least 24 hours in advance of cancellations. Failure to cancel sooner than 24 hours before the scheduled meeting may result in future applications being denied. While every effort is made to honor all reservations, the Library retains the right to cancel scheduled meetings if the need should arise. In such an unusual case, as much notice as possible will be given.
The Library is not liable for injuries, damage to personal property, or loss of property belonging to individuals or groups using meeting rooms. Whenever personal injury or loss/ damage to property occur in connection with use of meeting rooms, the incident must be reported immediately to staff and an incident report completed. In the event an incident occurs after the Library is closed, a form will be provided and contact numbers listed for reporting purposes.
Adopted by the Ritter Public Library Board of Trustees, February 9, 2010
Revised and adopted, November, 2017
Amended June 11, 2019; June 10, 2025