The Friends Room is the Library's large multi-purpose meeting room, and is intended primarily for programs presented by the library staff and the Friends of the Library. When not in use for library-sponsored programming, the meeting room will be available on a first-come, first-served basis for programs of a cultural or educational nature. The meeting room is not intended for social gatherings, entertainments, commercial sales, business solicitations, fundraising, political or religious purposes, or for an unbalanced presentation of controversial matters.
Reservations and Applications
Application for use of the meeting room should be made 30 days in advance on a form provided by the Library (See appendix A, attached to this document.) A one-time use will be permitted upon request to and approval by the Library Administrator. Use of the room for regular functions can be reserved one year in advance. Groups who want to continue to utilize the facilities on a regular basis must reapply at the beginning of October of each year.
Room reservations may be made by telephone. Such reservations will be penciled in as "tentative" until the signed application is received. In all cases the application must be signed and received before the meeting occurs.
Groups must notify the Library of any cancellation at least 24 hours in advance of their meeting.
General Rules and Regulations
All programs must be open to the public at large. They must be free of charge and may not be conducted for commercial gain. No sales or other commercial transactions may be solicited or take place on Library property. No person may be excluded because of race, nationality, age, sex, handicap, or because of social, religious, or political views. The Library reserves the right to pre-empt any meeting due to unforeseen circumstances (minimum 24-hour notice).
The Library reserves the right to publicize any or all programs of community interest. This right does not obligate the Library to provide publicity for any event.
There is no fee for meetings held during regularly scheduled hours of operation. Meetings may be scheduled after hours depending on staff availability. The fee for after-hours meetings is $15.00 per hour of required staff time.
There will be no food or beverages allowed in the meeting room without the approval of the Library Administrator. If permission to serve light refreshments is granted, it is the responsibility of the group to clean the meeting room as well as the kitchenette if used. The group will be liable for custodial maintenance or repair if the facilities are damaged and/or soiled to a degree requiring exceptional services.
The room must be left in an orderly condition. Users must not tamper with, attempt to modify, or otherwise change any electrical, plumbing or heating/air conditioning in the Library. The Library staff will operate the television, VCR and sound system. Groups failing to comply with these provisions will be given notice that a second offense may deny them future use of the room.
The Library is not responsible for providing equipment or supplies such as coffee pots, cups, projectors, extension cords, paper or pencils. Storage space cannot be allotted for equipment or utensils to be left at the facility between meetings.
Doors must be kept closed while the meeting or program is underway to ensure efficient use of the heating and cooling system and to contain noise.
No group may charge admission to a meeting held in this facility nor may it solicit or collect a "free will" offering, nor may it present for sale any item which is conditional for attendance at a meeting or program. Nor may memberships or payment of dues be solicited in the library building without the permission of the Library Administrator.
Miscellaneous
For the purposes of this policy, the Friends of the Gulfport Library, the Gulfport Library Foundation, all City of Gulfport departments, and all duly constituted City of Gulfport advisory boards may be exempted from any or all of these conditions.
The fact that a group is permitted to meet at the Gulfport Public Library does not in any way constitute an endorsement of the group's policies or beliefs.
In the event that circumstances arise which are not covered by the document above, the decisions of the appropriate Library personnel are binding.
