Borg Warner Community Meeting Room

Borg Warner Community Meeting Rooms Reservation Form (.pdf)

REVISED July 1, 2006

POLICY

The Borg Warner community meeting rooms are available to profit and non-profit groups and individuals who are located in the Finger Lakes region.

Rooms are available on a first come, first served basis. Library events and those jointly sponsored by the library have priority and the library reserves the right to cancel advance reservations in favor of library programming with 35 days notice.

Rooms are available during regular library hours. Outside of library hours, users must obtain special permission from the Library Director or designee at least three weeks in advance of the meeting.

The meeting rooms may not be used for private social functions such as showers, birthday parties, etc, or for fundraisers. Nor may the meeting rooms be used for any event which generates noise which interferes with the quiet enjoyment of the library by other users of the library facility.

Individuals and groups using the room must conform to the County policy in regard to discrimination:

“Tompkins County commits itself to serving all persons without regard to race, color, sex, religion, age, marital status, national origin, disability, ex-offender status, Vietnam Era Veteran status or sexual orientation.”

The Library Director or designee reserves the right to refuse the use of any rooms whenever such use does not conform to these policies.

GUIDELINES

Reservations

Applications for room reservations will be accepted up to 10 days in advance of the scheduled meeting. Reservations are not confirmed until necessary forms and payment (see attached fee schedule) are received.

Room Set Up

Users must keep all activities in the reserved room. Users must not move the room divider. The meeting rooms must be left clean and in the standard set-up as shown below. A vacuum cleaner will be available for users needing it to comply with this requirement. Damages to the room beyond the normal wear and tear or failure to leave the room clean are the responsibility of the user. To recover the costs of damage or cleaning, the library reserves the right to fine any user who leaves the room in a dirty condition or who damages equipment beyond normal wear and tear. Failure to leave the room in good condition may result in the withdrawal of room use approval.

A Room Use Evaluation Form must be completed following the use of the meeting room and returned to the designated folder in the Borg Warner Room.

Food

Users are welcome to serve light refreshments. Wine and beer may only be served upon the submission of an alcohol license to the library. The library does not supply kitchen appliances, utensils, dishes, or paper products to serve coffee or other refreshments.

Audio Visual Equipment

Users wishing to use the equipment must make arrangements for training at a time convenient to the library, but no later than 10 days prior to your event. The library cannot guarantee that library staff will be available to assist with the operation of audiovisual equipment at the time of the meeting.

Access

Access to the northeast entrance to the library, near the Borg Warner Room, will be provided to users whose meetings are outside of library hours or who need to bring in food or equipment.

CHARGES

The Borg Warner Community Room may be reserved in three-hour blocks as shown below:

CHARGES  

$25 per block for half of the room
$50 per block for the entire room
$50 additional for bookings outside of library hours
$15 A/V equipment

Set-up and break-down of the Borg Warner Room by the library is not included in the fee. It is the individual group’s responsibility to set-up the room and return it to its standard set-up.

AUDIO-VISUAL CHARGES:

Groups may use the library’s audio-visual equipment for a $15 fee to be paid in advance:

METHOD OF PAYMENT:

The library accepts check, or credit card (MC/Visa) for payment of room fees.

REFUND POLICY:

The library maintains the right to cancel any advance reservation made by a public group, in favor of library programming, but must do so within 35 days from the scheduled reserved date. In the event that this occurs, the library will refund payment for that reservation date, or offer an alternate date.

Refunds will be issued to groups that cancel if notice of cancellation is made 10 business days prior to the scheduled date. No refunds made are if the cancellation occurs after that date.

GROUPS EXEMPT FROM BORG WARNER ROOM FEES:

Tompkins County Public Library
Co-sponsored library programs
Tompkins County Public Library Foundation
Friends of the Library
Finger Lakes Library System
Tompkins County – all departments and divisions reporting to the County Administrator