Study room facilities at Prescott Public Library shall be made available to groups and individuals on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting use. Prescott Public Library does not discriminate, based on race, sex, color, creed, national origin, religious belief, disability, gender identity or sexual orientation against any person requesting admission to the meeting.

• Before using a Study Room, patrons must check in at the Ask a Librarian Desk.
• The study rooms shall not be used in any way that materially interferes with the operation of the library or which causes a threat to the safety of library patrons or city property.
• Study rooms may not be used for meetings that are commercial in nature.
• The Standards of Behavior Policy applies to all use of study rooms.
• Prescott Public Library reserves the right to revise study room reservations when necessary and to preempt or cancel established reservation upon reasonable notification to the individual, group or organization.
• Prescott Public Library recognizes the rights of free speech and free assembly. Permission to use a library study room does not in any way constitute an endorsement or approval by the library or the City of Prescott of the beliefs, positions or actions of anyone using the study room.
• No organization or individuals meeting at the library shall use the library as its official address.
• The study room participants agree to indemnify and hold the library and the City of Prescott harmless from any and all claims, suits, damages, costs, losses and expenses in any manner resulting from or arising out of the individual, group or organizations use of the study rooms.
• The library reserves the right to require a certificate of insurance or agreement forms regarding such indemnification.
• Prescott Public Library reserves the right to revoke permission previously granted if deemed appropriate. Failure to adhere to any of these guidelines may result in cancellation of the individual, group or organization’s reservation.
• Requests for a study room can be made up to one week in advance of the requested date by calling or visiting the Ask a Librarian Desk. Patrons may request up to two hours of study room time per day.
• Request for use of the Bump Room or Elsea Room may be made at the Ask a Librarian Desk on the day needed provided there is no scheduled group meeting.
• Meetings or programs sponsored by Prescott Public Library or the City of Prescott will be given priority in the scheduling of the study rooms, after which all other requests will be considered on a first come, first served basis.
• In the event that the room reservation is not needed, the Ask a Librarian Desk staff should be notified.
• Rooms must be cleaned of all litter and left in good order at the end of the use.
• Any individual, group or organization may be prohibited from using library study rooms in the future for violating any of the study room use provisions set forth above.

Failure to adhere to any of these guidelines may result in:

• Warning from library staff.
• Removal from the building.
• Library access or privileges limited or revoked.
• Trespass order from the library for one year.
• City of Prescott Police will be asked to assist with the enforcement of this policy if necessary.

Meeting rooms will be provided at no charge to non-profit and non-commercial individuals, organizations or groups engaged in educational, cultural, intellectual and charitable activities on an equitable basis. Commercial and for-profit individuals, groups or organizations will be charged according to the fees indicated on the Meeting Room Application.

All functions and events must be free and open to staff, public and the press. Individuals, groups or organizations may not discriminate, based on race, sex, color, creed, national origin, religious belief, disability, gender identity or sexual orientation against any person requesting admission to the meeting.

1. The following requirements apply to meeting room use:
   1. The following activities are prohibited:
      1. Any activity that would disrupt normal library operations.
      2. Activities which cause a threat to the safety of the library patrons or City property. The Standards of Behavior policy applies to all use of meeting rooms.
      3. Any program or meeting that is primarily for the direct sales of products, goods or services.
      4. Personal social functions.
      5. Any other activity that is not compatible with the mission of the library.
   2. Entrance fees, incidental charges, and donation requests to attendees are not allowed.
   3. People attending an event must not be required to sign in.
2. The Application for Meeting Room Use must be completed and submitted to the meeting room coordinator by an authorized representative for the individual, group or organization. The individual that completes and signs the application will be held responsible for ensuring that the room is used in accordance with library rules.
   1. For reservations requiring fees, payment in the form of cash, check or credit card is due within five business days of the approved reservation. The library reserves the right to cancel the room reservation if payment is not received within five business days of the approved reservation.
   2. In order to request a refund of fees, the meeting room coordinator must be notified of any cancellations 14 days in advance of the reservation date to receive a refund. Refunds may take up to three weeks from date of cancellation to process. In the event of no notice, or less than 14 days’ notice, fees will not be refunded.
   3. It is the responsibility of the individual, group or organization to follow all applicable local, state and federal safety rules and regulations.
   4. The number of people using the meeting room must not exceed the occupancy limits posted on the reservation form and in the room.
3. The following limitation on use applies to all individuals, groups and organizations:
   1. A meeting room can be reserved up to 120 days from the application date.
   2. Meeting rooms will only be available when not needed for activities sponsored in whole or in part by the library or for government-related activities.
   3. Meeting rooms must be vacated at least ten minutes before the library closes.
   4. Reservation time must include necessary setup and breakdown time.
   5. Meeting rooms are available for set up and use during the library’s normal hours of operation.
4. A responsible adult must be present at all times during events for youth under the age of 18.
5. Individuals, groups and organizations using a meeting room are responsible for:
   1. Setting up the room for their use and for cleanup afterwards. At the conclusion of the meeting, furniture and equipment must be returned to the configuration established by the library. The individuals, groups or organizations that reserved the room are responsible for any damage to library property and any extraordinary janitorial costs.
   2. Equipment is available for use as listed on the Meeting Room Application and/or the online reservation request form. Printed instructions for equipment use are available. The meeting room user must be knowledgeable in equipment use; if equipment training is needed, please advise the Meeting Room Coordinator during the application process.
   3. The library does not provide storage space for property or supplies for individuals, groups or organizations using the meeting rooms. The library assumes no responsibility for private property brought in the building.
   4. Advertising and announcements for non-library programs must include the following statement: Use of library meeting rooms or other facilities by any person, candidate, group or organization does not constitute or imply the endorsement, recommendation or favoring of the City of Prescott, or any of its officials, employees or contractors acting on its behalf.
6. Light refreshments and non-alcoholic beverages (see Prescott Public Library’s Food and Drink Policy) may be served in the meeting rooms. Individuals, groups, and organizations using the meeting rooms must provide all supplies and equipment for refreshments and clean up and will be responsible for any and all costs necessitated for cleanup or damages.
7. Smoking, tobacco products of any sort, and the use of nicotine delivery smoke-less products (such as e-cigarettes) are prohibited in the meeting rooms and the library.

Disclaimers:

1. Prescott Public Library recognizes the rights of free speech and free assembly. Permission to use a library meeting room does not in any way constitute an endorsement or approval by the library or the City of Prescott of the beliefs, positions, or actions of anyone using the facility.
2. The meeting participants agree to indemnify and hold the library and the City of Prescott harmless from any and all claims’ suits, damages, costs, losses, and expenses in any manner resulting from or arising out of the individual, group, or organizations’ use of the meeting rooms. The library reserves the right to require a certificate of insurance or agreement forms regarding such indemnification.
3. Prescott Public Library reserves the right to revise meeting room reservations when necessary and to preempt or cancel established reservation upon reasonable notification to the individual, group or organization.
4. Prescott Public Library reserves the right to revoke permission previously granted if deemed appropriate. Failure to adhere to any of these guidelines may result in cancellation of the individual, group or organization’s reservation.
5. Any individual, group or organization may be prohibited from using library meeting rooms in the future for violating any of the meeting room use provisions set forth above and on the application for use.

Information:
For information about meeting room capacity, equipment, or availability, please review the Meeting Rooms webpage on the Prescott Public Library website.

Virtual meetings will be provided at no charge to non-profit and non-commercial individuals, organizations or groups engaged in educational, cultural, intellectual, and charitable activities on an equitable basis.

Individuals, groups or organizations may not discriminate, based on race, sex, color, creed, national origin, religious belief, disability, gender identity or sexual orientation against any person requesting admission to the meeting.

1. 1. The following requirements apply to virtual meeting use:
      1. The following activities are prohibited:
         1. Any activity that would disrupt the virtual meeting.
         2. Any program or meeting that is primarily for the direct sales of products, goods or services.
         3. Personal social functions.
         4. Any other activity that is not compatible with the mission of the library.
      2. Entrance fees or other incidental charges to attendees are not allowed.
      3. The Standards of Behavior policy applies to all uses of virtual meetings.
   2. The Virtual Meeting Request Form must be completed and submitted by an authorized representative for the individual, group or organization. The individual that completes the application will be held responsible for ensuring that virtual meetings are conducted in accordance with library rules.
   3. The following limitation on use applies to all individuals, groups and organizations:
      1. A virtual meeting may be reserved up to 120 days from the date the request is submitted.
      2. Virtual meetings are available during the library’s normal hours of operation. Please contact the Meeting Room Coordinator if virtual meetings are needed outside of the library’s normal hours of operation.
      3. Virtual meetings must end at least ten minutes before the library closes.
      4. Reservation time must include the necessary setup time prior to the scheduled virtual meeting.
      5. Virtual meetings will be conducted through a Zoom business account. The account allows up to 300 participants in a meeting.
   4. A responsible adult must always be present in virtual meetings during events for youth under the age of 18.
   5. Individuals, groups and organizations conducting virtual meetings are responsible for the following:
      1. Scheduling meetings through the Meeting Room Coordinator.
      2. Scheduling virtual meeting training through the Meeting Room Coordinator.
      3. Notifying virtual meeting participants/attendees of virtual meetings.
      4. Advertising and announcements for non-library virtual meetings must include the following statement: Use of virtual meetings by any person, candidate, group or organization does not constitute or imply the endorsement, recommendation, or favoring of the City of Prescott, or any of its officials, employees or contractors acting on its behalf.

Disclaimers:

1. 1. Prescott Public Library recognizes the rights of free speech and free assembly. Permission to participate in a virtual meeting does not in any way constitute an endorsement or approval by the library or the City of Prescott of the beliefs, positions or actions of anyone participating in a virtual meeting
   2. Virtual meeting participants agree to indemnify and hold the library and the City of Prescott harmless from any and all claims, suits, damages, costs, losses, and expenses in any manner resulting from or arising out of the individual, group or organizations use of the virtual meeting account. The library reserves the right to require a certificate of insurance or agreement forms regarding such indemnification.
   3. Prescott Public Library reserves the right to revoke permission previously granted if deemed appropriate. Failure to adhere to any of these guidelines may result in cancellation of the individual, group or organization’s reservation
   4. Any individual, group or organization may be prohibited from participating in a virtual meeting in the future for violating any of the virtual meeting use provisions set forth above and on the request form for use.