Gallery Meeting Room

Occupancy- 50 people

Use

When not needed for library purposes or official city business, the Gallery, at the Paris Public Library, is available free of charge during regular hours to nonprofit groups planning public presentations of an educational, cultural or civic nature, including but not limited to lectures, films, presentations and debates. 

Due to limitations on maintenance funding and staff and to provide the most appropriate use of library space, club meetings; commercial activities; private parties; individual presentations and other similar events more suitable for facilities such as the city's neighborhood community centers, other parks and recreation sites or commercially available meeting locations, will not be booked for the meeting spaces. A club meetinging consisting primarily of a public presentation that will be of interest to the general public will, however, be allowed. Any other use may be considered on an individual basis by the City Librarian in consultation with the Library Advisory Board and Assistant City Manager. 

The booking group may not enter the meeting spaces for setup before the Library is open to the public, and programs must conclude (including takedown) 15 minutes before the Library closes. Any group causing the staff to remain late will be billed for the salaries of all staff needed to stay. Any repeat occurrence will result in the group being banned from the use of the meeting spaces. 

Admission

No admission fees may be made for any programs presented in the meeting spaces. 

Reservations

The meeting spaces will be booked for qualified programs on a first-come, first-served basis at least two weeks but no more than eight weeks in advance. In any case, library or city needs will take precedence over all reservations. Anyone reserving the room must have a form submitted and approved in advance. 

Program Description

All groups booking the meeting spaces must submit a description of their proposed program in sufficient detail to allow the Library to ascertain the nature of the program. 

Agreement

A standard form must be submitted by a responsible party, 18 years of age or older, before a reservation can be completed. In submitting this form, organizations using the meeting spaces agree to be fully responsible for any damage to the room or its contents. Charges will be billed for any damage based upon actual repair or replacement costs. 

Setup & Cleaning

Each group booking the meeting spaces is responsible for their own setup of tables and chairs and for leaving the meeting space as clean as possible after use. 

Equipment

Wi-Fi is available in the meeting spaces. Groups must provide their own laptops and HDMI cord. Groups must inform staff before leaving to turn off equipment. 

Refreshments

Only nonalcoholic beverages and light refreshments such as cookies and finger foods may be served in the Gallery. Ordinarily, the reserving group provides disposable cups and utensils. The reserving group is also responsible for leaving the kitchen in a clean condition after use, including food from the fridge. If there is a lot of trash, the group must inform Library staff. 

Smoking

All groups using the meeting spaces must enforce the city's non-smoking ordinance covering the library. Smoking is not permitted in the meeting spaces, restrooms, or anywhere in the building. 

Authority

The decision of the City Librarian concerning the conditions of use of the meeting spaces with respect to these rules will be final.