General Policy
The Schaffner Wing is available for meetings of educational, cultural or civic groups, provided they are sponsored by a resident of Pound Ridge or approved by the Library. Use of the room for political or religious purposes, for memorial services, or for personal or private services (such as birthday parties) is prohibited. Groups using the room are requested to pay a fee of $60 to help defray the cost of the Library’s maintenance (e.g. lighting, heat/air-conditioning). When refreshments are served, there will be an additional $10 fee for library expenses and maintenance (e.g. kitchen area, appliance use).
The Library retains priority for the use of the Schaffner Wing.
Those wishing to use the Schaffner Wing must apply in writing using the Schaffner Room Application Form.
The number of persons using the Schaffner Wing shall not exceed a maximum of 100. The use by a group of less than ten is to be discouraged.
Smoking is strictly prohibited on the premises. The group must see to it that this rule is observed and enforced at all times. Food or refreshments may be served with prior approval.
If a meeting is to take place while an exhibit is on display in the Schaffner Wing, the group is to designate one of its members as marshal to police and make sure that no damage or loss to items in the exhibit occurs. The responsibility of its marshal shall continue until all have left the meeting, and the Library building is closed. Failure to specifically assume this responsibility may cause the denial of the use of the Schaffner Wing during the exhibit.
No admission may be charged unless approved by the Library.
The Trustees of the Pound Ridge Library District reserve the right to refuse any application without being required to state any reason thereof, and also to terminate any meeting not conducted in accordance with the preceding rules or any special rules agreed upon, and to cancel any permit when it is deemed to be in the interest of the Library to do so.
Responsibility of Users of the Community Room
A group using the Schaffner Wing on a day when the Library is open is responsible for clean up, including vacuuming of the meeting room, the kitchen, hallway, and restrooms before noon of the next day. Groups meeting in the evening when the Library is closed must clean up before noon of the next scheduled opening of the Library. Any food or refreshments must be cleaned up and removed from the building immediately following the meeting. A vacuum cleaner is supplied by the Library.
The group using the Schaffner Wing is to appoint one of its members to be responsible for properly securing and locking the Schaffner Wing following the close of the meeting.
Special equipment and the set-up of the Schaffner Wing must be provided by the applicant, with the approval of the Library.
All damaged or lost equipment and/or furnishing must be repaired or replaced by the user. The decision to replace or repair, and the expense determination, will be made by a Library representative.
The Library assumes no responsibility whatever for lost articles or for the damage to any property, placed temporarily in the Library in connection with a program; further, the Library shall be expressly released and discharged from any and all liability for any loss or damage to property which may be sustained during or by any reason of a program held on the Library’s premises.
Equipment, supplies or materials belonging to any group may not be stored anywhere in the Library building for an unreasonable time either before or after the scheduled use of the Schaffner Wing.
Use of Library Equipment
If the Library projector is used, it must be used on the premises, and an experienced projectionist must be supplied by the group. The Library will not supply any special equipment not owned by the Library. Additional furniture or equipment to be brought into the building is the responsibility of the group and must have prior approval from a Library representative.
These regulations governing the use of the Schaffner Wing may be reviewed and revised at any time.
Rules and Regulations Governing the Use of the Schaffner Room for Art Exhibits – Special Events Committee
The Schaffner Room is available for exhibitions of arts and crafts and for meetings of civic groups, provided such meetings are sponsored by a resident of Pound Ridge. Use of the room for political or religious purposes is prohibited.
Artists and exhibitors applying for an exhibition of arts and crafts are requested to help defray the cost of the Library’s maintenance of our exhibition space (e.g. lighting, heat/air-conditioning) by paying the Library $70 if there is an opening reception. If there are sales, the artist must give the Library a 25% commission.
All exhibitors must sign the attached General Release and Instrument of Indemnity Form.
Checks in payment for works sold at the exhibition are to be made payable to the artist. Sales commission due the Library (as described above) will be arranged according to the aggregate amount of sales. Unless otherwise agreed to prior to the exhibit, all work purchased must remain on exhibit until the show’s closing date. It is the responsibility of the artist to make arrangements for delivery of purchased artwork.
The Library reserves the right to refuse applications for use of the room without being required to state the reasons for such refusal; to terminate any exhibit not conducted in accordance with these rules and regulations and any special rules agreed upon with respect to the exhibit in question; and to cancel any permit when in its uncontrolled discretion it deems it to be in its best interest to do so. It is a policy of the Events Committee to limit exhibits by any particular individual to not more than once every two years.
Exhibitions will normally be installed on a Friday evening, open one day later on Saturday, remain open for four to five weeks, and close on a Saturday after Library closing hours. Receptions are usually held on the opening day, but may be permitted on other days at the discretion of the Events Committee Chairperson and the Library Director. The arrangements, costs and work for any receptions held are the sole responsibility of the exhibitor.
All announcements, posters, and other printed materials which the artist disseminates in connection with an exhibition must be approved by the Library PRIOR TO PRINTING AND DISTRIBUTION. All costs of publicity and printing are the responsibility of the exhibitor.
All work must be framed and wired before hanging. Sculpture is not usually allowed due to the use of the room for other activities. The artist(s) or group show curator should plan to work with the Committee to hang the show. The artists are responsible for the removal of their work from the walls of the Schaffner Room and from the premises of the Library promptly upon closing of the exhibition. No work will be stored in the Library.
Damage to walls and floors must be repaired immediately by the exhibitor. Cleanup and trash removal must be accomplished by the end of the day following the closing of an exhibition.
All damaged or lost equipment or furnishings belonging to the Library must be repaired or replaced, at the discretion of the Library, by the sponsoring group or artist. It is the Library’s decision as to whether an article is to be repaired or replaced and the determination of the expense involved. Under no circumstances will the Library be responsible for lost or damaged equipment, furnishings or other property, and the sponsoring group or artist will be required to execute a release and instrument of indemnification in that connection attached to these rules.
No more than 100 persons may use the Schaffner Room at any one time. Use by a group of less than ten is to be discouraged. Smoking is strictly prohibited on the premises; during meetings and exhibition receptions, the sponsoring group or artist will be responsible for enforcing this rule.
No admission may be charged by any exhibitor or sponsoring group without the prior approval of the Library.
Insurance for Exhibits in the Schaffner Room
The Library’s insurance covers up to $10,000 loss in one year of all exhibits held within that year at the Library, cumulatively. In the Library’s more than 50 years of existence, there has been only one small claim. For insurance purposes, please submit a valuation list and sign the General Release form. Return these with your payment for use of the room to the Library.
Publicity for Exhibits in the Schaffner Room
To publicize your exhibit in the Library Newsletter, please send material about your work and yourself well in advance of the opening date (at least 3 months) to:
The Director
Pound Ridge Library District
271 Westchester Ave.
Pound Ridge, NY 10576-1714
director@poundridgelibrary.org
If you wish, you can supply the Library with flyers to distribute at the front desk. A press package consisting of a press release and, if possible, one image should also be included. This will be submitted to the local paper, The Record Review, and the Westchester section of The New York Times. Any other desired publicity is the responsibility of the artist.
Revised and approved May 13, 2003
Revised and approved March 6, 2004
Policy approved November 10, 2009
Policy approved December 20, 2011
