Following the American Library Association’s Library Bill of Rights regarding meeting room spaces, the Ted & Grace Bachhuber Memorial Library makes meeting rooms available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The Library is in no way affiliated with the events in meeting spaces that are not sponsored by the Library and does not endorse any such events or activities. 

Usage Groups and Fees: 

The following classes are used to assess precedence to room use and the fee schedule: 

 

Class A – Library, Library System, City, Government 

• Library Staff, Library Board, Friends of the Ted & Grace Bachhuber Memorial Library 
• Monarch Library System 
• City Government, County Government, State Government (non-political activities) 

Class B – City of Mayville Residents and organizations – not-for-profit activities/organizations 

• Nonprofit groups / Charitable organizations 
• Educational institutions 

Class C – City of Mayville residents or organizations – for profit activities or social events 

• Parties 
• Business meetings 

Class D – Non-City of Mayville organizations and individuals – for profit activities or social events 

 

Room	Class A	Class B	Class C	Class D	Deposit
Large Meeting Room (201 Max)  (Located in lower level)	No Fee	No Fee	$25 per hour	$40 per hour	$500
Community Room (101 Max)  (Includes Kitchenette)	No Fee	No Fee	$25 per hour	$40 per hour	$500
West Community Room (50 Max)	No Fee	No Fee	$15 per hour	$25 per hour	$250
East Community Room (50 Max) (includes Kitchenette)	No Fee	No Fee	$15 per hour	$25 per hour	$250
Activity Room (Includes sink)	No Fee	No Fee	$10 per hour	$15 per hour	None
Board Room (Seats 10)	No Fee	No Fee	$10 per hour	$15 per hour	None
Small Conference Room (Seats 4)	No Fee	No Fee	$5 per hour	$10 per hour	None
Study Rooms (First come)   (2-hour limit if patrons are waiting)	No Fee	No Fee	No Fee	No Fee	None

 

 

Fees and Deposit 

• Fees and deposit are due with completed reservation form at time of reservation.  
• Deposit for rooms range from no deposit to $500. Rooms must be left as they were found. Damage to the facilities or property of the Library will result in a reduction in the deposit and/or additional charges. 
• Rooms are rented in hour increments; partial hours will not be prorated. Set-up and clean-up must be included in hours reserved.  
• Set-up fee: Tables and chairs are included but are kept in storage. Renters may request set-up of tables and chairs for a fee of $25-$50. Set-up only includes basic set up and tear-down of tables and chairs and A cleaning fee will be assessed for rooms not cleaned after use. The Library reserves the right deny staff set-up of room. 

Cancellations and No-shows 

• The Library reserves the right to terminate reservations at its sole discretion at any time without liability. Terminated reservations will receive full reimbursement of any deposit. (Such closures may be due to inclement weather, issues with the facilities, emergencies, etc.) 
• Individuals or groups who need to cancel or reschedule room use must do so at least two weeks prior to the event in writing in order to receive a refund of the fees. Cancellations that are made less than two weeks prior to the event will result in a forfeit of fees paid unless the room is rented for the same period, but any deposit paid will be reimbursed in full. Verbal cancellations (in person or over the phone) and cancellations made via text messages will not be accepted.  

 

Reservation Procedure and Rules  

• Applications for the use of the meeting rooms by non-library groups must be made on the appropriate form by an authorized representative of the group. By signing the application, the representative agrees to abide by Library Policy and will accept joint and several liability for damages to the meeting room that occur during the time period their organization meets, together with their organization. 
• Reservations will only be confirmed after receipt of a fully completed application along with payment of fees and deposit.  
• Set-up time and clean-up time must be included in the reservation.  
• Any meetings held during regular library hours must be concluded 15 minutes prior to closing time, including clean-up time, unless the Library Director’s approval was given prior to the start of the meeting. 
• Applications that require use of rooms outside of normal Library operating hours must be approved by the Library Director. 
• Class A uses take precedence over other uses. To preserve this precedence, rooms may not be reserved on a regular basis without prior approval by the Library Director. In addition, rooms may not be reserved more than three months in advance without prior approval by the Library Director. 
• Dates and times of use are allocated on a first-come, first-served basis. 
• An officer or representative of the scheduling organization must be at least 18 years of age and must sign the application. 

• Repeated cancellations or failure to keep appointments for meetings will be cause for denial of future room reservation requests. 
• The Library reserves the right to deny future use of the meeting rooms to individuals, groups, or organizations whose previous conduct has resulted in damage or disregard of the guidelines, regulations, conditions, or rules of conduct in this policy. 
• Persons/groups denied use of meeting rooms may appeal against the decision of the Library Director to the Library Board. 

General Rules 

• Alcohol is not permitted on Library property. Any exceptions to this rule must be approved by the Library Director, the Library Board, and a special temporary permit must be passed by the City Common Council 
• Smoking, vaping, and use of candles or other flammable items are prohibited. 
• Users of the room may not affix anything to walls without the approval of Library management. 
• Users of rooms may not block fire exits in any way. 
• Users may not exceed designated maximum room capacity. 
• Users of room are subject to Library rules, regulations, and policies. 
• Noise from the rooms must not be disturbing to other library patrons; this includes cell phone use and videoconferencing. Persons/groups who disturb library activity or library users may be denied future use of meeting rooms for a duration determined by the Library Director.  
• The library reserves the right to monitor all meetings held on its premises. 

Equipment  

• The group needs to provide equipment requests at the time of reservation. 
• The group shall be responsible for any advance preparations, for setting up and putting away meeting room furnishings used for its meeting, as well as clearing away their own equipment. 
• The library reserves the right to refuse requests for equipment if the equipment requested is needed for library purposes. 
• The library cannot provide operators for equipment. If instruction is needed, a representative of the group should make an appointment with library staff before the meeting. 

Refreshments 

• Covered drinks are permitted in all areas of the library, including study rooms and reservable rooms, with one exception: no drinks are permitted on tables or the floor next to computer tables and the business center. 
• Food and is permitted in designated areas only and must be noted on application. The Library recommends using covered drinks in these designated areas. 

• If caterers are used during events, reservations must include their set-up time. Caterers will not be permitted in the room prior to the reservation time.   
• Candles and warmers using flames are prohibited. 
• The Library requests that users inform staff directly of any spills so that necessary carpet and/or furniture cleaning can be done as soon as possible following the event. The renter is responsible for any cleaning fees incurred. 

 

Children in Reserved Meeting Rooms 

• No minors may be left in a reserved meeting room unattended.  
• The library and staff do not assume any liability for groups or individuals of any age attending a non-Library sponsored event or meeting in the Library, including juveniles.  
• Study rooms are open for all ages, but they are meant for the use of study and work. Study rooms are not meant to be used as play spaces. Juveniles and adults alike may be asked to vacate a study room if the room is not being used for intended purposes. Use of a study room may be limited if there are other patrons who need the space as well. 

Marketing and Communication of Non-Library-Sponsored Events  

• The Library will not store materials for groups renting rooms. Items can only be left in the rental room before or after an event if the room has been rented for the time the items are being stored. Any items left on Library property will be disposed of as the Library sees fit. In addition, the individual/group may be charged a fee if staff time is required to manage or dispose of items left on premises. 
• The Library is not responsible for communicating event information regarding events that are not sponsored by the Library. Staff will also not receive or deliver phone messages to organizers of events in rented rooms.  
• Marketing and fliers: The Library is not required to post any information either written or printed on Library premises on in Library social media regarding event. At the discretion of the Director, when the event meets the mission of the Library itself, the Library may agree to post and/or promote the event. 
• Organizations and individuals using Library spaces may not use the Library logo or infer in an any way that their event is sponsored by the Library. 

Prohibited Usage of Library Rooms or Spaces:  

The following activities are excluded. (Exceptions to the exclusions may be made for Library-sponsored events or programs presented by groups directly affiliated with the Library.): 

 

• Programs involving the sale, advertising, or promotions of products or services* 
• Programs intended to recruit persons for later fee-based programs 
• Solicitation of donations or related fundraising activities* 
• Groups charging admission for attendance* 

• Groups holding regular religious services or giving regular religious instruction 
• Political rallies or campaigning 
• Any purpose which may disrupt normal use of the Library or may cause more than normal wear-and-tear on the facility  
• Return use by a group that has abused the facilities or regulations in its earlier use of the Library’s meeting room 

 

*Unless in collaboration with the Library and/or at the discretion of the Library Director. 

 

Policy Approved November 9, 2023