Community Room Policy and Rules

1. The Otto Bruyns Public Library of Northfield, hereinafter referred to as “Library,” provides a community room for Library sponsored or co-sponsored programs and events which meet the Library’s civic, informational, educational and cultural services goals. There is one (1) Community Room seating approximately 100 people. When not in use for Library activities, the Community Room may be made available to local community organizations under the following guidelines approved by the Library Board of Trustees. The Library Board neither approves nor disapproves of content, topics, subject matter, points of view of individuals or groups using the Community Room.
2. The Community Room is primarily available to groups whose headquarters are in or who provide services to the residents of Northfield. Approval may be granted for a maximum of twelve (12) meetings that may be held over a twelve (12) month period. Arrangements are to be made with the Library Director or Program Coordinator.
3. Requests for the use of the Community Room must be made, in writing, on forms provided by the Library, and submitted to the Program Coordinator at least two (2) weeks before the meeting is held. Notification of approval will be made, in writing or by phone, to the person completing the application. Use of the community room cannot be scheduled more than twelve (12) months in advance for groups.
4. Independently affiliated organizations must provide a Certificate of Liability Insurance prior to their use of the Community Room. Certificates of insurance must indicate the time and date of the meeting and list the City of Northfield as additional insured/certificate holder.
5. Applications will be considered in order of receipt, with the understanding that Library sponsored or co-sponsored programs have priority over non-Library programs. The Library reserves the right to cancel advance registrations by notifying the individual applying for the use of the Community Room thirty (30) days in advance of the scheduled meeting.
6. Organizations or individuals may sell products, services, or items during meetings or programs held in the Community Room; however, such activities are conducted independently of the Library. The Library does not endorse, sponsor, assume responsibility for, or guarantee any products, services, transactions, or agreements associated with such activities. Groups may not solicit Library patrons outside of their scheduled meeting or program. The Community Room may not be used for political campaigning, electioneering activities, or the solicitation of donations, except by The Friends of the Library.
7. Neither the name nor the address of the Library may be used as the official address or headquarters for an organization. The organization’s phone number, not the Library’s number, is to be included in your announcements. The library is not responsible for giving out information about your organization.
8. Smoking and alcoholic beverages are not permitted on the premises. Light refreshments may be served, however each group must supply their own disposable plates, napkins, utensils and cups. Please do not use the library’s materials (plates, napkins, etc.) as these are for use with library sponsored events only. Each group is responsible for cleaning the room to the condition it was in when they arrived. Please empty trash into the outside trash receptacles. Fees may be charged if the room is not returned to the original state prior to the meeting.
9. The City of Northfield, the Board of Trustees and Staff of the Otto Bruyns Public Library are not responsible for accidents, injury or loss of property while using the Community Room.
10. An authorized representative(s) of the applicant shall sign each application and:
    • Be responsible for the care and use of Library property.
    • Be in attendance at all times during occupancy of the building.
    • Ensure that the premises are vacated promptly and at the time specified on the application.
    • If approved to utilize the Community Room outside of regularly scheduled Library hours, ensuring that all closing and alarm system instructions are followed.
    • If an organization meeting after library hours fails to properly set the building alarm on three separate occasions, that particular group will no longer be able to stay after regularly scheduled Library hours.
    • Assume liability for payment of any fees due to the Library.
    • Be responsible for all damage to Library property which results from the use of the facilities. Damage to Library property will be charged to the sponsoring individual.
11. When the Community Room is used by minors, the application must be completed by an adult who must be present and take responsibility for the proper conduct of the meeting, for any fees incurred and any damage which might result.
12. While usage fees are not required, they may apply if the room is not returned to its prior state at the conclusion of the meeting. Fees will be determined by the Library Director or Program Coordinator dependent on damage and/or uncleanliness.
13. The Board of Trustees and the Library Director reserve the right to deny permission to use the Community Room to any group that is disorderly, violates regulations, or does not align with the Library’s mission and policies.

Amended & Adopted: May 14, 2026

Community Room Application