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Meeting Room

S. Spencer Scott Room
Use Policy, Regulations and Fees

See also: Jaffin Room

The S. Spencer Scott Room is a gift of and for the community.  It is to be used to further the informational, educational, cultural and recreational goals for which the Library exists.  It is the policy of the Library Board of Trustees to provide all members of the community with equal access to Library resources and facilities. 

 Priority for use of the Scott Room for programs, events and exhibits is given by the Library Director in the following order: 1) the Library; 2) Friends of the Scarsdale Library; 3) educational, cultural and civic organizations based in the Village of Scarsdale; 4) educational, cultural and civic organizations based outside the Village of Scarsdale.  All programs, events and exhibits must be open to the public.  The Library Director reserves the right to review applications for the use of the Scott Room and may impose such added restrictions as appropriate.  Use of the Scott Room is subject to fees and charges for its facilities and equipment. (See: Fees and Charges)

Granting of permission to use the ScottRoom does not constitute an approval or endorsement by the Library, the Library Board of Trustees or the Village of Scarsdale, of any group or individual or the content of any program, event or exhibit.  Upon adequate notice and for adequate reasons, the Library reserves the right to revoke permission to use the ScottRoom.

 Access to the ScottRoom is barrier free. Capacity is limited to 160 persons.  Smoking is prohibited throughout the Library buildingAlcoholic beverages may not be served without prior permission of the Library Director.

 Programs and events must not disrupt the use of the Library by others.  Individuals or groups presenting and attending programs and events are subject to all Library policies, rules and regulations.  Failure to comply with Library policies, rules and regulations may result in the denial of future use.

Application for Use

Applications for use of the Scott Room for programs, events and exhibits must be made in writing on forms available at the Library and signed by an adult representative of the applicant organization.  Forms must be submitted to the Program Director not earlier than one year and not later than two weeks prior to the date requested. 

 Upon approval of the application, all fees and charges for use of the Scott Room must be paid no later than one week before the date of the program, event or exhibit. 

 Signing the application binds the applicant to accept full responsibility for the requested use and to comply with all regulations governing use.  Failure to abide by these regulations may result in denial of future applications to use the Scott Room. 

The program, exhibit or event will be listed on the Library calendar.

Programs and Events

Use of the Scott Room by any organization is limited to not more than three (3) times in any three (3) month period.  The Library Director may authorize an educational, cultural or civic organization to use the ScottRoom for a series of classes, lectures, concerts or film showings with more frequent regularity for a period of time not exceeding six (6) consecutive months.

 The Scott Room may not be used for private parties, or programs and events involving the sale, advertising, solicitation or promotion of commercial products or services immediately or at a future time. 

 The Scott Room may not be used for fund raising activities, except those sponsored by the Friends of the Library, or other not-for-profit organizations, which result in a direct benefit to the Library.

 Authors and performers who are invited or permitted to appear in the Scott Room and wish to sell books, tapes, compact disks or other materials, may do so, subject to prior permission of the Library Director provided that they have agreed beforehand upon a specified percentage of all proceeds of sale to be donated to the Library, pursuant to an arrangement with the Library Director.

 Unlawful activity is not be permitted in the Library and such activity shall be a basis to deny future use of the Scott Room by individuals or groups violating this policy

Exhibits

Every exhibit must have a sponsoring organization which shall be responsible for the property in the exhibit and provide, at its own expense, identification and arrangement of the exhibit, adequate insurance coverage and any other expense connected with the exhibit.  Library staff will not be assigned to or be responsible for monitoring or providing security during exhibits.

 An organization will not be allowed to reserve exhibit space more than once during a twelve (12) month period. Exhibits are scheduled for up to one month.  Exhibits are subject to hanging and placing regulations of the LibraryExhibitors are responsible for hanging their own work and for providing all necessary materials for organizing an exhibit.  Publicity is the responsibility of the exhibitor.

 If an exhibit is on display at the time that a program or event is in progress, visitors to the exhibit will not be allowed to enter. 

 Artists who are invited or permitted by the Library to exhibit their paintings, drawings, prints, sculpture, photographs or other works of art, and wish to sell their works of art, may do so, subject to prior permission of the Library Director, and provided that the artists have agreed beforehand upon a specified percentage of all proceeds of sale to be donated to the Library, pursuant to an arrangement with the Library DirectorAny item(s) sold while on display in the Library may not be removed before the end of the exhibition period.

 Exhibitors may not schedule an opening or reception without the permission of the Library Director.  Separate application for a reception must be made at least two weeks prior to a planned event.  There is an additional fee for this use.

Admission Fees

There may be no admission fees and no solicitation of donations, except that the Library Director may give permission to not-for-profit organizations to solicit voluntary donations, but only to defray expenses of the program.  Such charge shall not serve as an admission fee for attendance and attendance may not be limited to those individuals who pay such fee.  

Responsibility for Use

The applicant is responsible for the Scott Room and its equipment and furnishings during the period of use and until the Scott Room is closed.  The Library, its employees and Trustees, and the Village of Scarsdale do not assume responsibility for personal injury or damage to or loss of personal property during an applicant’s use of the ScottRoom.  Applicants must sign a waiver of liability holding the Library, its employees and Trustees and the Village of Scarsdale harmless for any personal injury, damage or loss.  Personal injury, damage or loss must be reported promptly to the Library staff. 

 All persons other than the Library staff required for any program must be engaged and paid by the applicant and approved by the Library Director.

 

Fees and Charges

For exhibits: $ 300/month

For programs and events of periods of up to four hours:

Day Time Scarsdale Org. Non-Scarsdale Org.
Monday-Friday 9am-5pm $50 $100
Monday-Friday 5pm-10pm $100 $150
Saturday  9am-5pm $150 $200
Sunday 12pm-5pm $150 $200

Additional Charges

Overtime $50/hr (or part thereof) past 10 pm
Custodial Fee $50/hr when custodian is not scheduled for duty
Piano $100

Approved by the Scarsdale Public Library Board of Trustees 
June 13, 2005
Revised June 11, 2007
Revised November 18, 2013