Meeting Room Letter & User Agreement

Please note: This form can be picked up at the library. Ask at the front desk.

Ardmore Public Library

Meeting Room Letter & User Agreement

July 1, 20xx

Greetings from Ardmore Public Library!

Each month, our meeting rooms are used by over 2,000 people. We feel that providing such meeting space fulfills a valuable and needed service for the community. Because there is such demand, we have certain guidelines that we need each group to follow in booking, scheduling, and using the rooms. Enclosed please find a copy of our Meeting Room Policy.

After reading our policy, please complete the form below and return it to the library (you may mail or fax the form or drop it off in person). Beginning August 1, you may schedule meetings for your group for the following calendar year (in this case, for January through December 20xx) by calling Kim at the library at 221-3242. You may also schedule meetings anytime throughout the year based on availability of our facilities.

Each meeting room has tables and chairs which your group may arrange to suit your needs prior to your meeting. In addition, other equipment is available for some rooms, such as PC hookups for internet, overhead projector, DVD player, assistive listening devices, and more. Please let us know in advance what equipment you may need.

If you have any questions, please do not hesitate to contact us. Thank you for using the Ardmore Public Library.

20xx Meeting Room User Agreement

Ardmore Public Library

Name of organization: _________________________________________________________________

Name of contact person:  ______________________________________________________________

Phone number for contact:  _____________________________________________________________

Email address for contact (opt.):  ________________________________________________________

Library card number of contact:  _________________________________________________________

At the time you call to schedule your meeting(s), please be prepared to provide the following additional information:

• Date(s) and time(s) for meeting(s)

• Number of people expected to attend

• Needed equipment

• Alternate contact person for meeting(s), as applicable

We agree to abide by the policies of the Ardmore Public Library regarding scheduling and use of the library meeting rooms, as well as by any other applicable library policies.

SIGNED:  ______________________________________________ DATE:  _____________________

                     (above listed contact person)