Meeting Room Request

Filling out this form does not guarantee your reservation at the time or date requested! Please look out for a response from tmitchell@madisoncountytn.gov with information about confirming your booking.

If so, please be prepared to provide a copy of your organization's 501(c)(3) form. For profit organizations are able to use our meeting rooms, but there is a cost for the use of our meeting rooms, as detailed in our meeting room policies.

The contact person must be present in order for the room to be opened for the group. Additional group representatives may be listed under the "Other Authorized Individuals" section.

The library meeting rooms may only be used during regular business hours, and groups must vacate the meeting rooms no later than an hour before closing time. Meeting room hours are listed below.

Monday-Thursday: 9:00 a.m. until 7:00 p.m. Friday-Saturday: 9:00 a.m. until 4:00 p.m. Sunday: Closed

In a given month, groups may reserve a meeting room a maximum of one time during peak hours, for a two-hour duration, and one time during non-peak hours. If a group does not use a meeting room during peak hours at any time, they may use it twice during non-peak hours instead.

Peak Hours: Monday through Thursday: Program Center from 5:00 p.m. to 7:00 p.m. Saturday: Any meeting room from 9:00 a.m. to 4:00 p.m.

The library must know the nature of your meeting in order to ensure it fits within our usage policies.

Program Center only. Program Center has 10 tables with 4 chairs each by default. The Board Room has one large conference style table, and the Classroom has two tables put together in a similar configuration. Lessee group is responsible for room setup.

These individuals will be allowed to open the room at the time of the meeting.

These Guidelines and Policies and the Rental Agreement form the rental contract and are the binding agreement between the Jackson Madison County Library and the group (lessee) leasing space. This instrument made and entered into on the date shown below, by and between the Jackson Madison County Library, hereinafter referred to as "Lessor" and the group represented by the signer below, hereinafter referred to as "Lessee". Lessor hereby leases the Jackson Madison County Library's meeting room space for the rental period specified on the Event Worksheet. Said lease is made under the following terms and conditions: 1. In consideration of being granted permission to use the meeting room space, Lessee does forever release and discharge the City of Jackson and Madison County, its successors and assigns, and its officers, employees, agents and their heirs, administrators, and executors from any and all causes of action, claims, damages, liability, and loss of services which the Lessee may have against the City of Jackson and Madison County, its successors and assigns, and its officers, employees, agents and servants and their heirs, administrators, and executors resulting from any damage or injury which may or might be suffered while the Lessee has the use and/or custody of the meeting room. 2. The Lessee does further covenant with and agree to indemnify and hold harmless the City of Jackson and Madison County, its successors and assigns, and its officers, employees, agents, and their heirs, administrators, and executors from all damage, expense, and liability that may or might be incurred while the undersigned has use and/or custody of the meeting room. 3. The premises are to be used for the meeting or function specified on the Event Worksheet only, and no other purpose. 4. It is agreed that the Lessee shall lake good care of the premises hereby leased and the appurtenances thereof, and shall abide by the terms or this agreement and at the end or the rental term shall deliver up said premises in good order and condition. 5. The Lessee does further agree to replace and/or repair any and all damage to the library building and grounds and to replace and/or repair any and all personal property therein which may or might be damaged and/or lost while the Lessee has the use and/or custody of the meeting room. Failure to pay any damages will prohibit future use of the facility. It is suggested that the undersigned consider purchasing liability insurance to cover damages and/or injuries. 6. Lessee acknowledges that this agreement and the information provided on the event worksheet are public record and must be provided to the public if requested in accordance with Tennessee law. The Lessee acknowledges that he/she/it has reviewed the policies adopted by the Lessor for the use of the meeting room and agrees lo abide by such policies.