Mars Area Public Library

Community Room Rental Form

General Rules

PERSON RESPONSIBLE (PERSON LISTED ON AND WHO SIGNED THE RENTAL FORM)

• The adult applicant, over 21 years of age, must be the person in charge of the group and mustaccept responsibility for the group. The adult applicant must be present at all times during event.
• Is responsible for set-up and clean-up of the space. This includes placing all trash in theappropriate bins located outside of the library.
• Will be responsible for the cost of any damage or clean-up that requires special cleaning products or professional services.
• Illegal gaming is prohibited.
• No alcohol or tobacco products may be used on the premises.
• Group activities which may damage the room or cause excessive wear will not be permitted.Groups will be restricted to the areas specifically requested.
• Nothing, including tape, may be affixed to the walls or ceilings.
• Food and/or catered events are welcomed. Provide your own towels and paper products.
• In the event the room key provided to the responsible party is lost, the responsible party will beheld liable for the expense of a lock replacement.
• The Library will not be responsible for any injuries, loss or theft.

Community Room Policies

Library Community Rooms are maintained primarily for use by the Library to accomplish its mission. If the Community Room is not scheduled for a Library related function, members of the public may apply to reserve the room. Each event request is considered on an individual basis according to the overall number of pending requests, staffing implications, and Library priorities.

The Library provides meeting rooms for members of the public on an equitable basis regardless ofbeliefs or affiliations or groups requesting the room.

All groups must complete an Application for Community Room Use.

Permission to use the Community Room in the Library in no way constitutes an endorsement by the Library or its Board of the beliefs of the organization or individual using the space. No advertisement or announcement implying such endorsement are permitted.

The Library may deny the use of a meeting room to an applicant or terminate use of the Community Room if in the Library’s opinion;

• The purpose of the meeting or activity is illegal or potentially hazardous
• The meeting presents health or security risks
• The conduct of the meeting interferes with the functioning of the Library
• The applicant has not provided satisfactory adult sponsorship and supervision
• The applicant has failed to comply with room and other Library regulations
• If there were issues or complaints from past events or additional clean-up costs were not resolved.

Reservations

Reservations are on a first-come first served basis and are not guaranteed until payment for room rental is received.

Meeting room reservations must be made at least one week in advance. The Library will use its bestefforts to accommodate requests made with less than one week in advance.

Cancellations

Room Reservations are non-refundable.

If a room is cancelled with a week or more notice, room credit will be given within the year.

The Library reserves the right to cancel reservations. Room credit with no end date will be issued if this were to occur.

Setup time is not included, please rent set up time accordingly.

Times can be booked in 30 minute increments.

Fee Structure

The Community Room offers a fee structure based on resident/nonprofits or non-residents/businesses.

Resident/non-profit is defined as individuals residing within Mars, Adams Township, Middlesex Township & Valenica or those associated with a registered non-profit organization.

Rental rates are subject to change at the discretion of the Director or Board of Trustees.

It is at the sole discretion of the Library Director if the meeting room fee is waived.

Payment is accepted once the room has been approved by the Library Director. The libary is able to take cash, check or card payments at this time.

Community Room	Resident fee/ nonprofit	Resident	Non-resident or business	Non-resident or business
Entire Room (Purple)	$100.00 <3 Hours	$300.00 >4 hours	$150.00 <3 hours	$400.00 >4 hours
Blue Side (Kitchenette side)	$50/hour	x	$75/hour	x
Red Side	$50/hour	x	$75/hour	x

After normal operating hours or Sunday rentals: Additional $25 charge.

 Features

• The Library has approximately 21 tables and 140 chairs. This is subject to change.
• The entire room, with tables & chairs, holds approx. 100 people and approximately 140 with just chairs.
• Wireless internet is available.
• TV/AV equipment is available at the discretion of the Library Director.
• One side of the room includes a Kitchenette with Microwave & Refrigerator. Make sure to book the blue side or the full room if you need these items

By signing below, you confirm that you have read, understood, and agree to abide by the rules and responsibilities outlined in this document/form. Your signature indicates your commitment to comply with these guidelines and accept any associated consequences for non-compliance.

Please allow 2-3 business days for the library director to review this request. 

Payment/confirmation of rental is dependent on director approval.