NOEL WIEN LIBRARY’S AUDITORIUM/CONFERENCE ROOM POLICY & PROCEDURES
The library offers the use of the Auditorium and Conference rooms for public meetings and programs of a non-commercial nature. The following policies govern the use of the rooms and violations of these policies may result in forfeiture of future use privileges
Per City of Fairbanks Fire Department
|With Chairs||Without Chairs|
Fire Code requirements put the maximum limit of people in the auditorium at 150 if seated and 225 if no chairs are in the room. These numbers are based on the Fairbanks City Fire Code and are not up to the discretion of the FNSB library or staff. At no time shall the user group allow occupancy to exceed this number. Failure to comply with this requirement will result in the immediate cancellation or closure of the meeting.
- • Small group study rooms (4-10 people; capacity determined by City of Fairbanks Fire Department) are available and may be reserved through the reference desk. Call 459-1020.
- • All meetings and programs must be open to the public and may not interfere with library operations. Meeting room groups must follow the library’s Patron Conduct policy, available on the library’s webpage. Printed copies are available upon request.
- • Meetings of a personal (birthday parties, weddings, etc.) or commercial (profit is the direct/indirect purpose of the meeting) nature will not be approved and no fees may be charged for meeting or program attendance. Groups wishing to collect donations to defray costs associated with their meeting must do so away from the library building and entryways. Direct or indirect sale of any product or service is prohibited, except for sales sponsored by the Library, or the Library Foundation, in which a portion of the proceeds must benefit the library.
- • Groups composed of persons under the age of 18 must be sponsored and directly supervised by responsible adults.
- • The library has equipment which may be used for a fee. While we make every attempt to have equipment available and in good repair, we cannot guarantee its availability.
- • Library staff will set up requested equipment in advance of all meetings, however, they are not available to operate the equipment. If training is needed to operate the equipment, it is the groups responsibility to schedule time for this training prior to their meeting as we generally don’t have adequate staffing to provide training during the evenings or on weekends.
- • Our projection setup uses a standard VGA cord [15 pin D-sub]. Please be aware not all laptops may be compatible with our system. Due to liability issues, library staff are not able to setup personal computers. It is your responsibility to schedule time in advance of your meeting to verify your equipment is compatible with our system. If you do not verify this in advance and request a laptop at the time of the meeting, we may not be able to accommodate your request. If we are able to furnish a laptop, you will be responsible to pay a late setup fee as well as a use fee in advance
- • Meetings and/or setup may begin at:
8:30 a.m. Monday – Friday
10:00 a.m. Saturday
1:00 p.m. Sunday (Library closed Sundays in June, July, and August).
Rooms will not be available for setup prior to these times.
- • Meeting must end no later than 15 minutes prior to library closing to allow time for furniture to be returned to original arrangement and room to be vacated by closing. Failure to comply with this requirement may jeopardize future use privileges.
- • Meeting rooms are not available on days when the library is closed.
- • No smoking is allowed in the Library or on the exterior walkways.
- • Meeting rooms may be reserved in advance by calling 459-1022.
- • A reservation does not guarantee application approval. An application must be received and be approved by the Library Director or his representative. You will receive notice of confirmation after approval.
- • Due to high demand of meeting space, meetings requiring multiple days of use are generally not approved. A group may use the meeting rooms once every other month. Groups may only have two meetings booked at any one time. Exceptions may be made at the discretion of the Director.
- • If a meeting is cancelled, the library must be notified in a timely manner.
- • In the case of an emergency or an unanticipated library need, the library reserves the right to cancel meeting room use or to provide a substitute room if available.
must be submitted by FAX, In person, or mail (PDF).
- • The Meeting Room application must be completed and signed by the person(s) accepting responsibility for the room. This person must be present to open the room, present during the meeting, guarantee the room will be returned to its original state and notify Administration staff or Reference Librarian prior to departure. All special requests must be checked and the applicant’s signature indicates that all aspects of the policy will be observed.
- • Applications must be approved prior to advertising a meeting.
- • Meeting rooms will be opened according to the time indicated on the application. If setup time is needed, please include that on your application. Meeting rooms will not be available before the scheduled time unless prior arrangements have been made.
- • The responsible person must check in and leave a library card or other identification with the Administrative staff or Reference Librarian for the duration of the meeting. They will be required to review and sign a checkout sheet verifying the state of the meeting room and any equipment requested. The card or identification will be returned after library staff inspects the room and the checkout form has been completed.
- • Meeting room doors will be unlocked only for the person who is designated as being responsible for the room. That person will be given a checklist of room-use responsibilities. Room responsibilities include making sure the room is returned to its original arrangement and checking out with Administration staff or the Reference Librarian (after 5:00 p.m.) when the meeting ends.
- • Furniture and equipment may be rearranged to meet group needs, however, at the meeting’s conclusion the room must be returned to the original arrangement posted by the door and must be vacated by the meeting’s scheduled end time. Nothing may be affixed to walls or other surfaces without prior approval.
- • Refreshments may be served in meeting rooms. A partial kitchen is available for refreshment set up, and its use must be reserved. Users are responsible for cleanup of the kitchenette and the meeting room.
- • Reasonable care of the building, furnishings and equipment will be the responsibility of the group using the facility. The cost of any loss/damages to the facility, furnishings or equipment will be the responsibility of the user group.
Occasionally groups ask to extend their meeting beyond the regular library hours. This is an option if security arrangements are made and approved as follows:
- • Groups meeting after library hours must arrange and pay for security from a library-approved security service.
- • The library administrative office must receive a copy of the security contract prior to the meeting start. Office hours are Monday – Friday, 8:00 am – 5:00 pm. The meeting room application will not be approved until security arrangements have been confirmed.
- • Security Guard procedures will be provided to the individual responsible for the room, and must be signed upon review, in advance of the meeting.
- • The security guard must be present 15 minutes before the library closes or the meeting must conform to regular library hours and end at that time.
- • Equipment is available at the rate of $25.00 per day for the first item and $10.00 per day for each additional item, when requested in advance.
- • All fees must be paid prior to equipment setup.
- • We may be unable to accommodate equipment requests received less than 24 hours in advance of the meeting. If we are able to provide the equipment, you will incur an additional $25 scheduling/set up fee payable in advance of setup.
- • Failure to return a meeting room or kitchen to its original state will be subject to a $15.00 per room penalty fee.
- • Failure to pay fees associated with equipment or penalties will jeopardize future meeting room use privileges.
Parking is available in the main lot north of the Library. Parking areas to the east are limited to staff parking. Plug-in outlets are for staff use only. Patrons are not authorized to park in these areas and will be required to move their vehicles.
See the Group Study room policy for information about small meeting room space (10 people or less).
The grand piano is available for recitals and should be requested when completing a meeting room application. Use of the grand piano must be supervised by the person responsible for reserving the auditorium. The grand piano may not be moved from the stage.
The practice piano is available for use during regular library hours if no meeting is scheduled in the Conference Room.
- • Reservations can be made for the current day by calling 459-1022 between 8:00 and 5:00 pm, Monday-Friday or by contacting the Circulation desk, 459-1020, after 5:00 pm weekdays and on weekends.
- • A library card or other identification must be left with the Administrative staff or Circulation desk staff while the practice piano is being used.
- • Walk-ins will be accommodated depending on other scheduled reservations.
- • Practice piano sessions are limited to one-hour, but may be extended depending on availability of the room.
- • Use of the conference room for practicing piano is limited to two people at a time.
- • The person using the practice piano is responsible for the room and its contents.