Meeting Room
The Fargo Public Library provides meeting space for use by the library, by municipal, county and state government, and by the general population for lawful public use.
Meeting spaces are available only during regular library hours:
Room Use Fees—Community/Large Meeting Rooms
No fee: City of Fargo; Fargo Senior Programs; library or library-affiliated groups
$50 per four hours or portion: Fargo-, Moorhead-, or Cass County-based nonprofit groups or individuals
$100 per four hours or portion: For-profit or nonresident nonprofit groups or individuals
$25 per half hour will be assessed to all groups who stay later than 15 minutes past closing.
Conference Rooms
No fee- Advance bookings for City of Fargo; Fargo Senior Programs; library or library-affiliated groups; groups under 12 if conference room is available at that particular time
$25 per four hours or portion- Advance bookings for nonprofit or for-profit groups or individuals
Equipment Fees
No fee: Screen, lectern, public address system, prep kitchen, folding tables, Digital projector, wireless Internet
$10 per four hours or portion: TV/DVD, overhead projector
$50. per booking: Laptop
Resrvations
All scheduling is made through library administration between 9:00 a.m. and 5:00 p.m. Monday through Friday. Reservations are preferred at least two weeks in advance of the meeting date and may be made up to one year in advance. Other than the library, municipal, county and state government, no group may reserve the meeting room for more than four four-hour blocks in any month. The library reserves the right to cancel any booking with a six week notice for its own programming needs.
Fees must be paid at the time of the application. Fees are nonrefundable unless notice of cancellation is received by library administration at least one day in advance of the event, or unless the library cancels the booking. Fees must be paid by check or money order.
You are not booked for meeting space until your application and payment have been received and confirmed by the library. Confirmation will be made in person, by mail, email or by fax. If your application is not approved you will be notified in person, by phone, by mail, email or by fax.
Statement of Policy and Principles
1. The Fargo Public Library is a public facility built and maintained by the taxpayers of the city and by private contributions. It is used primarily for programs and services of the Public Library.
2. When the meeting room is not being used for those purposes, it is available to groups, organizations, and individuals according to the rules of this policy.
3. The library strives to minimize expenses for supervision, security, liability, utilities, etc., so that primary library services are not negatively affected. Fees are charged to offset additional costs to the library.
4. Meeting room use must not disrupt or conflict with regular library operations and services. On this basis requests for use may be denied or suspended.
5. All meetings must be open to the public. Meetings may not be restricted to any particular group or individuals.
6. The meeting room is for meetings and programs of an educational, informational, cultural, or civic nature to enhance the library's role as an institution which connects people with information. The meeting room may be used by for-profit organizations but buying/selling, commercial transactions, or other exchange of goods is prohibited.
7. Fees or admission/participation charges are not allowed except in the instance of tuition charged by established educational institutions and/or nominal fees by nonprofit organizations to recover costs. This must be indicated on the application.
8. Use of the meeting room does not constitute endorsement of the beliefs, viewpoints, policies, or affiliations of the user by the library board or staff.
Rules
1. The room must be left in a neat and orderly condition. Furniture must be returned to its original arrangement. Charges for damage beyond normal wear will be assessed to the group that had the booking at the time of the damage.
2. Adult supervision must be provided during the entire time of contracted use. The library staff cannot provide child care services for the children of adults who are using the meeting room.
3. The library assumes no responsibility or liability for accidents, injury, or loss of personal property in the library or the meeting room.
4. Smoking, alcohol consumption, open flames, and animals with the exception of guide animals on library property are prohibited.
5. Refreshments may be served but cooking is prohibited. Groups serving food are responsible for cleanup.
6. Signs may be posted on each door to the meeting room indicating that the group is meeting there.
7. A group may not use the library's address as its address.
8. The library staff will not accept calls or relay messages to people attending meetings except in case of emergencies.
9. Failure to abide by these rules may result in suspension of meeting room privileges.
Approved by the FPL Board of Directors
October 16, 2007