DATES:  _________________________________________________________________________

TIMES:   _________________________________________________________________________
I have read the regulations governing the multipurpose rooms and agree to abide by them.  I affirm that this organization is non-profit.  I understand that the room is not booked until my application is approved and confirmed by the Library Manager and Program Coordinator and that this process may take up to two weeks. 

PLEASE PRINT ALL INFORMATION: 

NAME OF CONTACT PERSON:           _______________________________________________

SIGNATURE:           ______________________________________________________________

MAILING ADDRESS:       _________________________________________________________ 
                                                                                 (Street)

______________________________________  ________                     (_____)________________ 
     (City / State )                                                                      (Zip)                                                                    (Phone #) 

  APPROVED BY:                                       E-Mail Address:  ______________________________  

 ____________________________________________                ____________________________
 LIBRARY MANAGER                             (Date)                              Application Approved  (date)

 ____________________________________________                ____________________________
PROGRAM COORDINATOR                    (Date)                              Application Denied     (date)

        (Form Approved:  June 27, 2005 - Library Board of Trustees).

 1.      The Cobb County Public Library System provides multipurpose room space for library-sponsored or co-sponsored programs as well as a service to the community for use by non-profit organizations and government or public education agencies.  Priority for use will be given to library-related and County Government programs and those co-sponsored by the library.  The libraries may set aside certain times for library-related programs.

2.      Eligible community groups will be granted permission for use on a first-come, first-served and space-available basis. Space may be reserved for workshops, conferences, institutes, book discussions, training, touring exhibits, programs, etc. Meeting spaces are not available for the benefit or self-promotion of individuals or commercial concerns.  The library reserves the right to revoke permission for the use of any meeting space for any organization found to be in violation of this policy.  Functions held in the multipurpose rooms must be of a civic, cultural, or educational nature.  Political campaigns, social activities and fund raising activities except for those benefiting the library are not allowed in library facilities.

3.      The Board of Trustees of the Cobb County Public Library reserves the right to review any or all applications and may demand sufficient time to make proper investigations before action is taken on a request and may reject an application.  Permission to use the multipurpose rooms does not constitute an endorsement of a group’s policies or beliefs.  Approval does NOT constitute a “co-sponsoring” relationship and should not be represented to the public as such.

4.      An official of the requesting organization must fill out an “Application for the Use of Multipurpose Rooms”.  The room is not finally booked until this form has been signed by the head of the library involved and approved by the Library Program Coordinator.  Application should be made at least two weeks prior to the meeting date. There is no “same day” approval. Telephone reservations will be held for only 24 hours until a signed application is submitted. 

5.        Rooms may be booked one quarter at a time only, beginning the first day that the library is open of the month before the beginning of the quarter; therefore, groups cannot be guaranteed the same meeting time on a continuing basis.  Booking for the quarters follows this schedule:  1^st quarter- December; 2^nd quarter- March; 3^rd quarter- June; and 4^th quarter- September.  On the first day of booking no phone reservations will be accepted.  All fax and mail in reservations will be processed after the registrations submitted in person have been recorded.  Permission may be granted to book the room outside the quarter in certain circumstances.

6.       To ensure that all groups have equal opportunity to book the rooms, on the first day of registration for the quarter, an organization may book only one meeting per week and no more than two per month.  Additional bookings may be made after the first day, up to two per week and eight per month.

7.       Rooms that have been booked must be used.  The library must be notified if a meeting is cancelled no less than 24 hours prior to the start of the booking.  If a group has not shown up after an hour, the booking will be released.  Failure to meet the notification requirements could result in cancellation of current and future bookings.

8.       The library reserves the right to move a group to another room that better fits its size, if necessary.

9.      All programs and meetings shall be free and open to the public.  No admission fee may be charged, and only voluntary donations may be collected.  Groups may charge for materials used in the program or allow membership dues to be collected, but no other money transactions may be made.  Under no circumstances may an individual or group use the room for personal or commercial gain.  No products or services may be displayed, advertised, or sold on Library premises except when the library is benefited.

10.      Attendance at any meeting may not exceed the maximum capacities of the multipurpose room.  Maximum capacity numbers are available from the library.

11.      Loud noise or music, and other activities that interfere with the library’s operation are prohibited.

12.      Light food, not requiring extensive preparation, may be served in those libraries with kitchens connected to the multipurpose rooms.  Following a meeting, all refuse must be left in waste containers or taken by the sponsoring group.  All tables and counters must be cleaned.

13.  Functions must be held within regular library hours.  Programs / meetings must conclude and the room be vacated by 30 minutes before the closing time of the library.  Exceptions may be made with advance approval of library administration.

14.  Meeting rooms are designed for simple meetings, programs and presentations.  Programs requiring complex arrangements, such as multiple computers and/or electrical equipment require special permission.  Approval may be denied if the program is determined to be disruptive to library operations.

15.  The library is not responsible for any equipment, supplies, materials, or other items owned by a group and used in the library.  No equipment, supplies, or other materials owned by a group will be stored at the library.   All equipment and materials must be removed at the conclusion of the meeting.

16.  The library will not provide supplies or services, such as paper, extension cords, computers, flip charts, photocopies, etc. and staff support.

17.  Each group is responsible for setting up chairs and tables for its meeting.  When booking the room, allow time for set-up and clean up.  The library cannot provide janitorial service.  The room must be left in the same condition and arrangement it was found.  A checklist will be given to each group to be filled out stating that the room is left in good condition. The group is responsible for damage to the room or to library equipment. A fee may be charged to cover damage or heavy cleaning.  Groups, which do not comply with this requirement, may be denied permission to use the meeting room.

18.  Neither the names nor addresses of the libraries in the Cobb County Public Library System may be used as the official address or headquarters for an organization.  All publicity, e.g., posters, brochures, flyers, radio, TV, or electronic announcements, must carry the name of the organization sponsoring the meeting / program.  Library staff must approve all postings on library bulletin boards.

19.  Use of library equipment must be requested when applying for use of the multipurpose rooms.  Otherwise, groups meeting in the library should provide their own equipment.  Library staff are not available to work the equipment.  Equipment must be returned to staff at the conclusion of the meeting.

20.  Smoking or consuming alcoholic beverages is prohibited in any library building.  All provisions of the Cobb County Public Library Rules for Patrons Policy are applicable to groups using the multipurpose rooms except as noted in this policy.

21.  Failure to comply with this policy and / or the procedures established by the library may result in suspension of the privilege of using the meeting space.