M, T, TH
10:00 am to 7:00 pm
10:00 am to 5:00 pm
10:00 am to 1:00 pm
Online Calendar (check
Online Meeting Room
Reservation Request & Checklist
please fax this request to 924-2355 or drop off at the
Meeting Room Policies
The mission of the
Fremont Area District Library is “to provide quality library
service, enhancing community learning, growth, and enjoyment.”
The Library provides meeting rooms to the public as a service
to support the cultural, educational and informational needs
and interests of the community. The public meeting
rooms are available to public groups as a limited public forum
with the following guidelines set by the Library Board.
Meeting Room FAQ's
What facilities are available?
Who may use the public meeting rooms?
How may public meeting rooms be used?
Are refreshments permitted?
When may meeting rooms be reserved?
How are meeting rooms reserved/scheduled?
What facilities are available?
The Merrill Community Room
with a capacity of 125
The Butterick Conference
Room in the upper level with a capacity of 15.
The Training Room in the
upper level (includes computers) with a capacity of 10.
|Who may use the public meeting rooms?
Community groups may use the public meeting rooms.
Persons reserving the public meeting rooms will be required to
provide a written statement of the program and objectives of
The meeting room shall not be used for political
rallies, partisan events, religious services, showers,
receptions, or parties.
No attendance or entry fee may be charged.
Only the Library (or a library group) may sponsor a
fund-raising or purely social event and meetings for the
exclusive purpose of fund raising by other groups are
Organizations may collect ordinary annual dues or
donations or sell miscellaneous items (such as organizations
calendar, etc), provided that such activity is incidental to
the purpose of the meeting and not a requirement to
participate. A fee for supplies may be charged in conjunction
with a workshop.
Commercial sales and promotions of businesses are
Library sponsored or co-sponsored programs always
The Library reserves the right to change or cancel
reservations to accommodate Library programs within a
Use of the public meeting rooms does not imply
Library endorsement, and no announcement, press release, flyer
or other promotion should state or imply
Library endorsement or sponsorship of the event or the
Groups may not use the Library’s name or address as their own
address or headquarters location or store their property at
the Library between meetings.
Groups using the public meeting rooms agree to
indemnify and hold harmless the Fremont Area District Library,
Fremont Public Schools, City of Fremont, Dayton Township,
Charter Township of Sheridan, and Sherman Township, its agents
and representatives, from any and all suits, actions, claims,
or demands of nature arising out of or brought on account of
any injuries or damages sustained by any person as a
consequence or result of the use of the room, its furnishings
Individual groups or organizations reserving the
public meeting rooms assume full responsibility for providing
and paying for special accommodations that are requested by
participants in accordance with the Americans with
|How may the public meeting rooms be used?
Meeting room use must not interfere with the normal operation of the Library.
Library facilities will be left in a clean and
The person reserving the room will be responsible for the
condition of the room and any equipment used. Users will be billed
for the repair of any damage to facilities or equipment
(library maintenance staff will inspect meeting rooms after
each use and report any damage to the Library Director)
Groups are responsible for set up and clean up after
the meeting (see attached checklist).
Handouts, pamphlets or other materials may be
distributed only to those attending the meeting and may not be
placed outside the public meeting rooms for general
distribution or left in the Library at the conclusion of the
Adults bringing children to a meeting must keep the
children with them in the assigned meeting room. Children may not sit
or play in the corridors or be left unsupervised in the
Persons attending meetings are subject to all city
ordinances, state or federal laws and library policies.
Light refreshments may be served in the Merrill
Community Room and the Butterick Conference Room (juice,
coffee, rolls, cookies, fruit, pop, appetizers, desserts,
etc). Each public meeting room has a small adjacent kitchen, which
is equipped with a full-sized refrigerator (with icemaker) and
a microwave oven. Only meals that
have been prepared off-site (catered, potluck) may be served
in the public meeting rooms. No food or drink is
allowed in the Training Room.
Alcoholic beverages are not permitted.
Smoking is not permitted anywhere
in the library building.
Meeting rooms may be used during Library Hours free-of charge.
The Upper Level Conference Room and Training Room may only be
used Monday-Friday and must be vacated by 5:30 pm regardless
of library closing time. Public meeting rooms are not
available on Sunday.
Use of the meeting rooms outside of public library hours
requires the approval of the library director. Since use
outside regular library hours requires a staff member to
either provide access or secure the building, the group using
a meeting room will be charged a $25.00 fee. A group
using a room that requires staff to both open and close the
Library would result in a $50.00 fee.
All groups who have not vacated the building at library
closing will be charged a $25.00 fee for closing.
Library events always take precedence.
Reservations will be taken on a first come, first
served basis by the Administrative Assistant. Groups may reserve a
meeting room up to 12 months in advance. Reservations
must be made in writing on standard Library form at least 2
days prior to the meeting date.
The public meeting room calendar is posted on the
Library’s webpage at
The Library must be notified of cancellations 2
working days before the meeting date for the organization to
remain in good standing. Cancellations within 48 hours of the
date/time will be charged a $25.00 fee.
If the Community Room is used when the Library is
closed, group access shall be limited to the Community Room
and public restrooms.
All equipment requests must be made in writing on
the standard library form at the time of making the
reservation. Groups are responsible for setting up the room
for themselves and cleaning up after the meeting.
Approved: October 8, 2002
Revised: May 23, 2006