OVERALL POLICY

The Mathews Memorial Library maintains two public meeting areas - the John Warren Cooke Conference Center and the Heritage Room for the use of all Mathews residents. The room has two main functions: to accommodate programs sponsored by the library and to serve as community meeting rooms. The Library is a cultural and educational center for our county, and offers these rooms as ideal places for the interchange of ideas.

GUIDELINES FOR USE

The John Warren Cooke Room has a total capacity of approximately 50 people, but can be divided into two separate rooms for smaller meetings.  The Heritage Room will accommodate 8 to 10 individuals in a conference room setting.

The rooms are open to the general public by reservation, on a first come first serve basis. Reservations for their use may be made by calling the Library at 725-5747 at which time the library will determine availability and appropriate room selection.

Tables and chairs, smartboard, projector, screen and laptop computer with Internet connection are available for patron use. The room also contains a small kitchenette with a sink and coffee maker.

Meetings should be planned for normal library operating hours which are as follows: 9:00 AM - 5:00 PM, Mon., Tues, Wed, & Fri.; 9:00 AM - 8:00 PM on Thursday. 10:00 AM - 2:00 PM on Saturday and 1:00 PM - 3:00 PM on Sunday. Under certain circumstances, arrangements to hold meetings after library hours may be made by contacting the library director.

Groups using a meeting room will be responsible for returning it to its original state of cleanliness. Groups will reimburse the library for any cost associated with loss, damage or extra cleaning.

The meeting rooms are intended primarily for nonprofit groups or organizations. However, commercial organizations or individuals may use the meeting rooms at no charge when available.

Any plans for decorations or storage of material prior to a meeting, must be approved in advance by the library director.

Groups using the meeting rooms are held responsible for keeping meetings quiet and orderly. The library is not responsible for injuries occurring during their use.

To request meeting space, please download our printable  Conference Room Reservation Form or call the library (804.725.5747).

This policy was adopted March 2017.