Program Room Policy
Capacity and Use
The Program Room at the Flower Mound Public Library has a capacity of 150 people and is available for use for library programs, Town staff meetings, government organizations and non-profit organizations that serve the citizens of Flower Mound. The room is available for meetings and programs only. Parties or social events are not allowed.
Regularly Scheduled Meetings
The Program Room may not be used for a primary or regularly scheduled meeting place for an organization, unless sponsored by the Library or Town of Flower Mound.
Priority
Library sponsored programs and the programs of the library’s affiliated organizations, (i.e. The Library Board, The Friends of the Flower Mound Library) will be given priority in the reservation of the Program Room. Other departments of the Town of Flower Mound and those professional organizations that the library or its staff participate in, will have second priority in the use of the Program Room. Third priority for the use of the Program Room will be given to all civic, community, or educational organizations whose purpose is non-commercial, non-partisan, and non-profit, on a first come, first served basis. The Program Room will not be available for purely social functions such as private parties, or for self-promotion or for other personal use.
Program Room Deposit
There will be a $25 deposit, either cash or check, due at the time of the reservation, for any group. The deposit may be waived for Library sponsored and Town of Flower Mound sponsored groups.
Reservations
Program Room space must be reserved in advance by completing the “Program Room Reservation Form” and submitting it with the deposit to the library’s administrative office. Reservations must be made at least forty-eight business hours in advance of the program and will be accepted up to 3 months in advance. The person signing the “Program Room Reservation Form” must be in attendance during the program and will be held responsible for all damages. Applicants must be 18 years or older. Proof of organization eligibility may be required. The library should be notified of any canceled meetings at least 48 business hours in advance of the scheduled date.
ADA Guidelines
Groups using the Program Room must comply with the Americans for Disabilities Act and upon 48 business hours notice, are responsible for providing qualified interpreters and/or auxiliary aids as requested.
Hours
The Program Room may be used only when the library is open to the public. Other hours may be available to Library sponsored or Town of Flower Mound sponsored groups with special arrangements made through the Library.
Equipment
Equipment may be reserved when reserving the Program Room. It is the responsibility of the person making the reservation to see that the equipment is used in the correct and proper manner. Arrangements for instructions on using the equipment should be made when reserving the room. Staff are not available to assist at the time of the meeting or program.
Refreshments
Refreshments may be served at meetings in the Program Room. Refreshment supplies are not provided by the library. Groups using the kitchen are expected to leave it in the condition they found it. Failure to do so will result in a clean up charge to be assessed from the deposit.
Set up and Clean up
Set up and clean up must be accomplished within the time period for which the room is reserved. Groups are responsible for setting up chairs and tables in the meeting room and restoring the area to its original condition before leaving the building.
Access
Groups using the Program Room may not charge an admission fee. All events held in the Program Room must be open to the public and the Library reserves the right to have a staff member present at any meeting held in the Program Room.
Endorsement
The use of the Program Room does not constitute library endorsement of the viewpoints expressed by the participants in the programs. No advertisement or announcement implying such endorsement will be permitted.
Political Meetings
The library’s Program Room may be used for candidate forums provided:
2. The forum is sponsored by a non-partisan group.
Rules and Regulations
All groups using the Program Room must agree to the following:
2. Alcoholic beverages may not be served or consumed.
3. Hazardous materials including, but not limited to, paints, solvents, and explosives are prohibited.
4. Attendance may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room.
5. Groups whose members are under the age of eighteen must be accompanied by a sufficient number of adults to adequately supervise the children.
6. Use of the meeting room shall conform to all local, state and federal laws and regulations.
Damages and Liability
The library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using the program room. The individual who signed the “Program Room Reservation Form” will be held liable for any willful or accidental damage to the library building, grounds, or equipment caused by the group or organization, its members or those attending the program.
Denial of Meeting Room Privileges
Failure to abide by the library’s Program Room policies and rules may result in cancellation of, or refusal of future reservations.
Appeals
Any individual, group or organization, which has been denied permission to use the Program Room, may appeal to the Library Director or to the Library Board at the Board’s next regularly scheduled meeting. Written notice of the appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least seven days prior to the Board Meeting.