The meeting room at the Agnes Robinson Waterloo Public Library is available for public use. Please read the Meeting Room Policy below for details.
Room Size: 26 ft. x 32 ft.
- Serving platters
- Punch bowl
- Drink dispensers (2 acrylic / 2 glass)
- Coffeemakers (1 large / 2 small)
- Ice tea dispenser
- Eight 8′ rectangle folding tables
- 72 stackable chairs
- Two round tables and eight coaster chairs
- 55″ flat screen television
- DVD Player
- Wireless internet
Please let staff know before your meeting or event which equipment will be used.
To schedule a meeting or event, contact the librarian in-person or call the Library at (402) 779-4171. You will be instructed as to where and when to pick up the meeting room key.
Meeting Room Policy
The meeting room of the Agnes Robinson Waterloo Public Library is an important component of the Library’s services. The primary purpose of the meeting room is to provide appropriate space for programs sponsored or co-sponsored by the Agnes Robinson Waterloo Public Library to support and promote the mission of the Library. However, when the room is not being used for Library programs or activities, it is available, during or after hours, for individuals to use or any community group regardless of that group’s political, religious or social views.
The fact that a group or individual is permitted to meet in the Library’s meeting room does not constitute endorsement by the Library or the Village of Waterloo of the individual’s or group’s beliefs, policies or programs, nor does it constitute endorsement of any of the viewpoints expressed by participants in any program. Advertisements or announcements implying such endorsements are not permitted. Any materials handed out or presented at programs, including fee schedules and press releases announcing or following programs, are subject to review by the Library Director. Such review does not imply approval or endorsement of contents. The Director and Staff are authorized by the Library Board of Trustees to follow the procedures in carrying out the meeting room policy.
1) Any individual or group requesting the use of the Library’s meeting room must complete the required Meeting Room Reservation Form and return it to the Library Staff along with the required deposit, and if applicable, payment for use of the meeting room. No post office boxes allowed. If using a post office box for a mailing address, the actual address of the individual or contact person must also be included on the form. A telephone number of the individual signing the agreement is required.
2 ) Use of the meeting room will be on a first-come-first-serve basis. Except for affiliated organizations, such as the Friends of the Agnes Robinson Waterloo Public Library. Groups or individuals may not reserve the meeting room on a recurring basis. The meeting room mayindividuals may not reserve the meeting room on a recurring basis. The meeting room may not be booked for more than two (2) consecutive dates.
3) No group may schedule more than three months in advance. Some exceptions may be made with the discretion of the Library Director.
4) A Meeting Room Reservation Form must be completed and signed.
5) Meetings may not disrupt the use of the facility by others or be used in any way that interferes with the operation of the library or causes a threat to the safety of library property or its patrons. Persons attending the meeting or event are subject to all Library regulations and policies.
6) The Nebraska Open Meetings Act will be posted and enforced at all times in the meeting room. Meeting room users must comply with all applicable Local, State and Federal Laws and Regulations, as well as all library policies developed by the Library Board.
7) The Library Director is authorized to deny further use of the meeting room to groups or individuals that violate the Library’s policies and procedures. Individuals or groups whose activities would tend to incite or produce imminent lawless action, or are obscene, or promoting false and misleading information, or are defamatory will not be allowed to use the meeting room.
8) The building is to be kept locked at all times when the Library is closed. During meetings or events the lobby door to the outside should be locked to prevent unauthorized people from entering the building. The door to the meeting room should be the only door unlocked for the purpose of entering and exiting the meeting or event.
9) The individual signing the Meeting Room Reservation Form must be attending the meeting or event and will be held responsible for:
- Arranging to pick up the key for the exterior entrance from Library Staff not more than 24 hours prior to the meeting or event, unless other arrangements are approved by the Library Director.
- Returning the key by placing it in the Library’s book drop immediately following the meeting or event. Please refer to the Meeting Room Key Policy.
- Making sure the meeting room is left in the same order it was upon arrival with the same amount of tables and chairs arranged the way they initially were upon entering and returning any extras to the storage room (see photo below).
- Turning all coffee pots and electrical appliances off and unplugging them and making sure all lights are off.
- Checking the bathrooms and making certain all persons have left the building and all doors are securely shut and locked in the meeting room and kitchen upon leaving.
- Payment for any damage to Library property and any and all losses incurred by the Library as a result of leaving the building unlocked or by persons attending the meeting or event whose conduct and behavior has resulted in damage to Library property. By signing the Meeting Room Reservation Form, the adult or group representative, who must by over the age of 18, agrees to be held responsible for payment for any of the aforementioned damages or losses.
10) The Library Board has determined the following fee and deposit schedule:
- A $50 security deposit with no usage fee for civic organizations.
- A $50 security deposit, plus a $25 usage fee for private not for profit use, i.e., a baby or bridal shower, graduation, etc
- A $50 security deposit, plus $50 usage fee for profitable use, i.e., jewelry parties or other sales events, seminars, workshops, or programs where money is collected for fees or clubs where a membership fee is charged or educational event where tuition is collected.
- All security deposits are refundable upon inspection by Library Staff.
- The security deposit and usage fee should be in the form of two separate checks made payable to the Agnes Robinson Waterloo Public Library.
- Payment must be made in advance so the check has cleared the bank before the scheduled date of use. Payment for the usage fee is also accepted in cash form.
11) The Library reserves the right to revise any meeting arrangements scheduled if necessary and to preempt an established reservation upon reasonable notification to users. In the event of a Library building emergency or weather-related emergency, meetings may be canceled by the Library Director and/or Library Board. Any fees will be refunded upon notification.
12) Alcohol may not be served at any event, regardless of whether it is a private party or meeting. Smoking and alcoholic beverages are not allowed in any area of the library or meeting room at any time.
13) The Library name and address may only be listed as a directive to where the event is to be held. No one using the meeting room shall use the Library as its official address.
14) Storage on Library property of items owned by users of the meeting room will not be permitted.
15) Meeting room users must comply with all applicable Local, State and Federal Laws and Regulations, as well as all Library Policies developed by the Library Board.
16) Users of the meeting room may not discriminate on the basis of race, sex, color or creed, national origin, religious belief or handicap against any person requesting admission to the meeting or program.
17) The Library assumes no responsibility for private property brought into the building. The Library is not responsible for accidents, injury, loss, theft, or any damage of individual property that occur while using the meeting room.
18) Users of the meeting room may not tape, nor tack anything to the walls or doors. There are alternatives to this which may be used such as taping to the metal divider window, the other glass windows or the wooden or glass doors. Nothing can be suspended from the ceiling, including the framework around the ceiling tiles, except for decorative streamers or lightweight cutouts.
19) The individual whose signature is on the Meeting Room Reservation Form is responsible for the supervision of all children who may accompany its group. Children should be supervised by an adult who must remain with them. No one will be permitted in the library area at any time when the Library is closed during the use of the meeting room. When in use during open hours children or adults are not permitted to go back and forth from the meeting room to the library if the director or Library Staff determines it causes distraction or if there are complaints from Library patrons.
20) Use of the Library telephone is not allowed by anyone using the meeting room except in the case of an emergency. Library Staff will not take or deliver messages for meeting room users or attendees except in the case of an emergency.
21) Food and/or beverages may be served. No red or purple drinks are allowed in the meeting room. All refreshments must remain in the meeting area.
22) In order to ensure the safety of our meeting room users, the use of any inflatable apparatus, or “Bounce Houses” is strictly prohibited on Library property, indoors or out.
23) Any persons desiring to bring their own tables or chairs, including picnic tables, must have advance permission from the Library Director.
24) Any of the Library’s equipment used, must be by an adult.
FUTURE USE OF THE MEETING ROOM MAY BE RESTRICTED OR DENIED FOR ANY VIOLATION OF THESE RULES.
To achieve the goal of good Library service, the Library Board of Trustees, along with the Library Director, accepts the responsibility to see that the Public Library meeting room is maintained to these standards to provide and offer the best possible service to this community and surrounding areas.
The Agnes Robinson Waterloo Public Library Board of Trustees recognizes that the Library is a community gathering place and therefore, welcomes the use of its meeting room by persons and organizations which will follow and abide by the Library’s Meeting Room Policy. This policy shall be administered and enforced by the Library Director as well as any discretionary alterations to its content.
Approved by the Agnes Robinson Waterloo Public Library Board of Trustees on November 19, 2018.