Milpitas Public Library
Auditorium Policies and Procedures
The Milpitas Library at 160 N. Main Street, Milpitas has an auditorium which makes available
for use by public groups. Application forms are available at the adult reference desk downstairs.
POLICY: Community groups are permitted and encouraged to use the auditorium for cultural,
educational, and recreational programs when such use does not conflict with programs
sponsored by the Library. There are certain meetings that are not open to the public, such as
Library and City staff meetings, interviews, training sessions, and the like. All other programs
and meetings must be free and open to the public.
ELIGIBLE ORGANIZATIONS (in priority order)

Library Programs

Library-related groups, such as Friends of the Milpitas Library and the Reading
Program

City of Milpitas meetings

Civic, school, and nonprofit groups presenting meetings of public interest

Other groups not included above, and not specifically excluded in the Santa Clara
County Library District Meeting Room Policy
FEES: $25 for a maximum of 4 hours (non-refundable) for each use of the auditorium; checks
should be made payable to the Milpitas Public Library, or to Santa Clara County Library District.
FACILITIES: The auditorium can accommodate up to 280 people. The room is available from the
time the Library opens each day until 8:30 p.m. Monday through Wednesday and until
5:30 p.m. Thursday through Sunday. Groups are responsible for setting up any tables and
chairs used, and for returning them to their original position at the end of the meeting. The
room must be arranged so that there is ample access to exits. The room may be used only
within the time stated and must be left clean and in good condition. Clean-up is the
responsibility of the organization using the room. The following items are available for use:
35 tables, 180 stacking chairs, electrical and data outlets, cables for laptop connection,
microphones, screen, and flag.
RESERVATIONS:

Groups using the room must abide by the Santa Clara County Library District
Meeting Room Policy

Reservations may be made by telephone, or in person at the adult reference
desk. A completed application and payment of the fee confirms the reservation.
The application and payment must be made within seven days of booking the
room. Failure to comply may result in cancellation of the reservation.

A group may use the auditorium no more than once per month. Groups or
meetings must consist of at least eight people.

An application must be completed in advance of each meeting. A single
application may be filled out by a group holding regular monthly meetings, as
long as all of the conditions of use and responsibility continue to be met and fees
are paid in advance.

Single reservations may be made up to three months in advance. Note:
Reservations for regular monthly meetings are based on the calendar year and
will expire December 31 of each year. The Library may require an updated
application for regular monthly meetings starting each January 1.

A representative of the group must read the meeting room policy, complete the
application, and pay the fee. Since the representative commits the organization
or group to following this policy and assumes responsibility for any damages to
the Library, he/she should be someone whose standing in the organization
carries this authority. Please note that the walls of the room are soft and can
easily be damaged. The responsible person needs to make sure that chairs and
tables are not pushed up against the walls.

All publicity for programs must include a contact phone number other than that
of the Milpitas Public Library and must not imply that the Library is sponsoring
the program.

If a group must cancel, the Library needs at least two days’ notice or future use
may be prohibited.

No food is allowed in the room. Bottled water is acceptable.

Posting or hanging anything on the walls or doors (unless advance approval is
giving by the Community Librarian) and use high voltage equipment is not
allowed. Decibel levels must be appropriate to the Library.
The Library reserves the right to cancel a reservation with reasonable notice.


Permission to use the auditorium is granted on the condition that all rules are
followed. Permission may be revoked for failure to do so, in which case the
organization responsible will be assessed for any damages.
May 2015