All individuals, groups or organizations shall indemnify, defend and hold harmless the Putnam County Library; the City of Cookeville; the Putnam County Commission; and their officers, directors, agents and employees from and against any and all claims, suits or actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the individual, group or organization resulting in or relating to personal injuries or property damage arising from the individual/group/organization’s use of the library meeting room.

The Library Board remains the final authority regarding the use of library facilities. The Library Board may revoke meeting room privileges at any time. The Library Board reserves the right to amend these policies as it may deem appropriate.

The needs of the Putnam County Library take precedence over other groups requesting use of the meeting rooms. The library reserves the right to withdraw permission for meeting room use when conditions warrant such action. Should the library close due to an emergency or inclement weather, all meetings will be cancelled.

General Rules

1. All meetings held must be open to the general public and news media.
2. No admission fees may be charged. However, a fee may be charged to cover the costs of using the meeting room, or for materials or handouts.
3. All meetings must occur within regular library hours. An exception is granted for activities and meetings sponsored by the Putnam County Library or the city and county governments.
4. Applicants are held responsible for the preservation of order by those in attendance.
5. All federal, state and local ordinances, as well as rules of the police and fire departments relating to public assemblies, must be strictly obeyed.
6. The Putnam County Library prohibits the following uses of/activities in the meeting rooms:
   a.) Illegal activities
   b.) The use of alcoholic beverages, tobacco and illegal drugs
   c.) Gambling in any form
   d.) The promotion of activities and materials that are obscene
   e.) Use of flammable, combustible or hazardous materials
   f.) Any activity that could result in damage to furniture, equipment or facilities
   g.) Storage of property for anyone using the meeting room on a recurring basis
   h.) Conduct that would interfere with the proper functioning of the library
7. Publicity, such as posters, press releases, social media posts or other material, and interviews may not imply that events are sponsored, cosponsored or approved by the Putnam County Library. Any printed or social media advertising for the event must include: “This program is not sponsored by the Putnam County Library.” Additionally, any such printed materials or social media posts regarding the event must include a contact phone number and a return address for the organization booking the room. Inquiries from the public concerning specific programs will be referred to the sponsoring organization. Neither the name nor the address of the Putnam County Library may be used as the official address or headquarters of an organization.
8. Library activities that require the use of the meeting room take precedence over other activities.
9. If, in the opinion of the library director, the presence of a police officer is necessary or advisable, the group using the meeting room will hire one or more at their own expense.
10. Priority is given to groups engaged in educational, cultural, intellectual, or charitable activities.

Booking a Meeting Room

1. Meeting rooms may be booked up to 60 days in advance, but future reservations will be cancelled if a patron fails to attend on a reserved date without notice.  Being one hour late or more for scheduled use will constitute failure to attend without notice and will result in current and future reservations being cancelled.
2. Requests for use of library meeting rooms must be made by completing the Application for Use of Meeting Rooms. If approved, a copy of the application form signed by library management will be returned to the individual who has signed the application.
3. Meeting rooms may be reserved by adults only. Youth organizations must have an adult sponsor who is present at all times.
4. Meeting rooms may be reserved no more than once per week.
5. Meeting rooms may be booked by groups with five or more attendees.

Setup and Use of the Meeting Room

1. The Putnam County Library cannot provide janitorial assistance/service for moving equipment to and from meeting rooms, setting up or cleaning the rooms following meetings. The library staff is not available to assist in rearranging seating, carrying supplies, operating equipment, serving food or cleaning up.
2. The individual/group/organization using the meeting room is responsible for leaving the room in a neat and orderly condition. Failure to leave the meeting room in an orderly condition will result in the loss of meeting room privileges.
3. Only light refreshment may be served. Groups serving refreshments are solely responsible for the wholesomeness and quality of food or beverages served in the meeting room and for providing their own cups, plates and utensils.
4. Children under the age of 10 accompanying an adult to a meeting must remain with the adult at all times. Meetings of groups whose members are under the age of 11 must be supervised and attended by a legally responsible adult named on the application form. No child is to be left unsupervised while the responsible adult is attending a meeting. All meetings involving children must comply with the library’s Unattended Children Policy.
5. The Putnam County Library does not discriminate on the basis of disability in its programs and services, and organizations must comply with the applicable Americans with Disabilities Act requirements by reasonably accommodating persons with disabilities. Accommodations for disabilities are available through the Putnam County Library; however, applicants must notify the library at least five (5) days in advance of the meeting or event in order to prepare the necessary arrangements.

The Meeting Room in the Monterey Branch of the Putnam County Library

1. All above rules and prohibitions apply to the Monterey Branch Library’s meeting room.
2. The temporary walls at the Monterey Branch Library’s meeting room may not be moved.

Exceptions to this policy may be made at the Library Director’s discretion.

Violation of any provisions of this policy may result in being asked to leave the meeting rooms. Repeated violations may result in temporary suspension of meeting room privileges.

Please note, this is not a confirmed reservation. The library reserves the right to use the rooms if necessary and this policy does not guarantee the applicant the facility or the time requested. The library will give the organization as much notice as possible if a meeting room needs to be rescheduled.