Meeting Room Policy

The Madrid Public Library welcomes public use of its meeting/program room.  The meeting room policy establishes guidelines for its use.

  • The meeting room may be used by a responsible adult (age 21 or over) between the hours of 8:00 A.M. and 11:00 P.M.
  • Applicants must include the name of the adult or group, purpose of the meeting, date and time desired, number of persons expected, and a name and telephone of a contact person.
  • Library sponsored programs, library activities and Friends of the Library take precedent over any other organizations
  • The responsibility for proper care of the facility lies with the organization or adult using the room:
  • Broken or damaged materials must be replaced to the satisfaction of the Library Board of Trustees.
  • Library equipment used during the meeting must be washed or cleaned and returned to its proper place.
  • Furniture should be left in the arrangement in which it was found and all decorations should be removed after the use of the room.

NOTE:  NO decorations or items of any kind may be put on the walls.  You may use windows, doors, and cabinet doors to attach decorations.  You may also hang items from ceiling providing they are not too heavy to damage the grid railings.

  • The room has a limited capacity of 55 persons.
  • Smoking, alcohol or controlled substances are not permitted anywhere in the library or meeting room. This includes the restrooms.
  • Food and non-alcoholic beverages are allowed but must be kept in the meeting room.
  • The library meeting room has free Wi-Fi service available. The library’s internet policy governs the use of this service.  A connection to the internet or specific site is not guaranteed.
  • The meeting room is equipped with: a dry erase board, overhead projector, TV with DVD player and surround sound. These items should be reserved at the same time the room is reserved.  If this equipment is damaged during use, the responsible party using the room will be charged for fixing/replacing.
  • Reservations for the room may be made in advance and are on a first come, first serve basis.
  • No security or storage of equipment is allowed for any group, except Friends of the Library.
  • Educational, civic, cultural, and public information events, or library-sponsored programs may be held in the meeting room.
  • Use of library space for meetings in no way implies library endorsement of ideas expressed in the meetings, or the aims and goals of the groups using the facilities. The Madrid Public Library name must not be used as an event sponsor or endorsement unless permitted by the library director.
  • Sleepovers will not be allowed at the library, other than library sponsored programs.
  • The library is not responsible for the loss or damage of private property or for any accidents that may occur.
  • Cancellations should be made as early as possible. The organization is responsible for notifying member of schedule changes, not the library.
  • The library reserves the right to cancel a reservation if the space is required for its own use or by use of the City of Madrid. Every effort will be made to give adequate advance notice.
  • Approval of meeting room situations not described here will be determined by the library director, who is authorized to establish reasonable regulations governing the use of the meeting rooms and related fees. A request for exceptions to this policy can be submitted in writing to the Madrid Public Library Board of Trustees and will be considered at the next regular monthly meeting.

The following fees are charged as follows:

A rental fee of $25.00 for private use or profitable organizations.

The meeting room is available at no cost to educational, cultural or civic meetings or programs of non-profit organizations, with the understanding that the meeting is also free of charge.

Tutoring, studying, test taking and court directed parent/child visitation sessions can be scheduled at no cost.

A janitorial deposit fee of $25.00 is required by everyone.  The deposit is returned if the room is cleaned by the stated guidelines.  Some organizations may have a deposit check kept on file in the library safe.

  • Monopolization of the room by anyone will not be allowed, such as scheduling regular weekly or monthly meetings (example: reserving room for the 3rd Wednesday of every month).  However, one may call to check on the availability of the room, and if not in use, they may have access to it.
  • If use of the meeting room is during library hours, children must not be unattended in the library and all regular rules apply to library proper. Also the meeting room door should be kept closed and noise kept at a minimum.  The door is to remain unlocked.

Materials and Supplies Available with Meeting Room

[Some items may be in back utility room, due to space]

  • 48 fabric chairs, 12 metal chairs
  • 14 long white tables, 2 long brown tables, and one small white table.
  • Podium
  • Telephone, LOCAL CALLS ONLY, no need to dial any special number except local number you are calling.
  • 2 coffee pots, one 55 cup and one 22 cup
  • 4 carafes
  • 1 punch bowl
  • glass snack trays
  • Salt and pepper shakers
  • One high chair, in back utility room
  • items in top 2 drawers, utensils and trays. PLEASE DO NOT USE TABLECOVERS
  • NOTE: the back utility room (the door has a sign on it) contains a broom, mop, extra tables and chairs. Just PUSH on the door to enter.

Adopted November 1999

1st Revision, June 2001, June 2004, May 2007

Revised & adopted,  November 2010,  February 2013, April 2017