The Dover Public Library has one public meeting room. The Adult Meeting Room is primarily used for library-related activities and other events co-sponsored by the library. These activities receive priority above other groups who wish to reserve the room. When the room is not in use for library-related activities, non-profit groups may reserve the room for a fee of $15. The fee must be paid before using the room. Groups using the meeting room must adhere to all library policies, which have been posted at the entrance of the library, as well as the following additional policies relating to the use of the meeting room. The final decision on appropriate use of the meeting room is at the discretion of the Library Director. A representative from the group must read and initial the following rules in the space provided and complete the registration form.

1. I represent a non-profit community group devoted to educational, civic, welfare, or cultural activities. I understand that I may be held legally and financially responsible for any damage to the Dover Public Library or library equipment that has been caused by my organization while using the Adult Meeting Room.
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2. I understand that the group reserving the Adult Meeting Room must not be affiliated with profit-making or partisan political sponsorship, must not be organized for the benefit of private individuals, must not meet for sectarian religious services or instruction, must not use the meeting room for private parties or celebrations or as a private club member, and must not charge admission to the program.
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3. I understand that the Adult Meeting Room is only available for use Monday through Thursday from 9:00 AM until 8:30 PM, on Fridays and Saturdays from 9:00 AM until 4:30 PM, and on Sundays from 1:00 PM until 4:30 PM. The room must be completely vacated by all members of the group a half-hour before the library closes. The room may be reserved for one-time programs only rather than for ongoing, regularly scheduled meetings, in order to keep the room as open as possible for library functions.
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4. I understand that the Adult Meeting Room must be reserved at least seventy-two hours, but no more than three months, in advance of the proposed meeting by contacting the Dover Public Library. Cancellations or changes in arrangements must be made at least 24 hours in advance of the beginning of the scheduled meeting or the fee will not be refunded.
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5. I understand that the Adult Meeting Room is limited to occupancy of a maximum of 50 people in order not to exceed building code limitations. The library has eight 4' x 8' folding tables and several stacking chairs which may be used in the room. I understand that I am responsible for setting up the room and returning all equipment, tables, and chairs to their original location. I understand that I must leave the room in the same condition I found it, and that I must be finished with this task a half-hour before the library closes.
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6. I understand that food and beverages must remain in the Adult Meeting Room at all times. I understand that the Dover Public Library does not provide any type of kitchenette facilities for groups using the Adult Meeting Room. I understand that alcoholic beverages and smoking are both prohibited.
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7. I understand that the meeting must remain in the Adult Meeting Room and the meeting cannot overflow into the Quiet Study Room. Furniture from the Quiet Study Room or furniture from any other part of the building cannot be moved into the Adult Meeting Room.
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8. I understand that the Dover Public Library has provided corkboard strips and push pins for the purpose of hanging materials used during the meeting. Tape or any other adhesive must not be used. Groups are restricted from placing signs, flyers, or other materials in any other part of the library.
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9. I understand that noise levels in the Adult Meeting Room should be kept to a minimum so that other library patrons and staff are not disturbed.
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10. I understand that application for use by minors must be made by an adult aged eighteen or over who will assume responsibility for adherence to library rules. The adult must be present during the entire meeting.
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11. There is some audiovisual equipment available in conjunction with the use of the Adult Meeting Room. I understand that it is the responsibility of the group to operate the equipment and that library staff members may not be available to assist with the use of the equipment.
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12. The library has limited parking facilities available. I understand that as the representative of the group, I will direct participants to park in available spaces on State Street or on King’s Highway.
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13. I understand that neither Dover Public Library personnel nor the City of Dover can be responsible for damage, loss, or disappearance of property or for injury to persons in connection with the use of the premises or equipment.
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14. I understand that as the group’s representative, I am responsible for reading and imparting the rules and policies for use of the Adult Meeting Room to group members. I understand that if rules are not adhered to or are abused in any way, the group may be denied future use of the room.
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CITY OF DOVER
DOVER PUBLIC LIBRARY
MEETING ROOM APPLICATION

DATE OF MEETING_________________________________

TIME: FROM__________ TO__________
(NOTE: GROUPS CANNOT ACCESS THE ROOM UNTIL THE LIBRARY IS OPEN AND THE ROOM MUST BE IN ORDER AND COMPLETELY VACANT A HALF-HOUR BEFORE THE LIBRARY CLOSES)

TODAY'S DATE _______________PURPOSE OF MEETING_________________________________________

ORGANIZATION ______________________________________________________________________________

ADDRESS _________________________________________________________________________________

TELEPHONE NUMBER _______________________________

ADDITIONAL TELEPHONE NUMBER, IF APPLICABLE____________________________

FAX NUMBER _______________________________

E-MAIL ADDRESS___________________________________________________

NAME OF GROUP’S REPRESENTATIVE__________________________________________________________

TITLE OF GROUP’S REPRESENTATIVE__________________________________________________________

NUMBER OF PARTICIPANTS EXPECTED________________________

I have read Dover Public Library's meeting room policy and I have initialed all sections of the policy. I promise to adhere to all meeting room rules. I will also follow all of the regular library policies, and I understand that they are posted on the entrance to the library. I declare that the organization listed above is non-profit, non-partisan, non-sectarian, and not affiliated with any political group. I understand that I will be held financially and legally responsible for any rules that are not followed and for any damages to the Dover Public Library or equipment owned by the Dover Public Library.

SIGNATURE___________________________________________________

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FEE PAID _______ DATE_______ STAFF INITIALS_______