City of Mequon Facility Use Policy

City of Mequon Facility Use Policy

Availability

Please contact the Clerk’s Department for availability 262-236-2914 or 262-236-2911.

The City of Mequon facilities are available to City of Mequon citizens for City approved purposes.  The rooms shall be used for community sponsored activities, informational, educational, intellectual, or charitable activities.  The City of Mequon staff shall have priority over all reservations and reserves the right to cancel a reservation or move a reservation to another room if City has need for the space at any time.

1. In the event that more than one meeting or function is planned for the same date, priority for functions other than City uses shall be on first come, first serve basis.
2. These facilities are available from 8:00 am to 9:00 pm Monday through Sunday.
3. Scheduling of the facilities must be done during regular City Hall Hours 8:00 am – 4:30 pm Monday through Friday.
4. If requesting rooms for Monday through Friday after 4:30 PM or Saturday or Sunday, it will be the responsibility of the reserving group to pick up a key from the Police Department up to two hours prior to the scheduled event and return the key within two hours after the event. The address of the Police Dept. is 11300 N. Buntrock Ave. The key will open the front doors facing Cedarburg Road.  Entry through the west side handicap accessible door (rear of building) will need to be coordinated by a meeting attendee.
5. City staff will set up tables and chairs to your specification(s) within reason and unlock/lock doors as needed during our regular business hours.
6. Projector/screen and microphone capabilities are only available in the Common Council Chambers (Christine Nuernberg Hall) and should be requested at reservation.  The requesting party must bring their personal computer for projector usage/hookup.  City staff cannot assist with electronic arrangements outside of the aforementioned materials provided. 

The facilities and rooms for use are as follows:

City Hall North Conference Room                             
City Hall South Conference Room                           
City Hall Lower Level                                                      
City Hall Council Chambers                                          
The Safety Building is reserved through the Police Department 262-242-3500.

Prohibited Uses

The City Hall rooms may not be reserved for:

1. Programs involving the sale, advertising, promotion of products or services, or other commercial purposes no matter if a fee is charged.
2. Private social functions such as parties.
3. Programs that interfere with City Hall operation by causing excessive noise, a safety hazard, or a security risk.
4. Gatherings of political nature such as, political meetings for the purpose of furthering an idea, education of election laws, or the candidacy of a person or persons.
   •  The term political meeting does not include a bona fide public informational meeting held by an elected official for the purpose of informing or providing their constituents with an opportunity to meet and ask questions of their elected officials if the meeting is more than 4 weeks prior to an election for the elected official. 
   • The term political meeting does not include informational meetings or candidate forums sponsored by non-partisan groups if the intent is to provide a forum for all candidates or representational of all sides of an issue.
5. Users of the facilities are prohibited from selling or in any way providing, possessing, or consuming alcohol.

Regulations

1. Activities sponsored or attended by minors shall always have adult supervision.
2. The person reserving the facility must be a Mequon resident or Mequon business owner.
3. Use of the facility does not imply City endorsement of the activity.
4. Private use of the facilities shall not be to the exclusion of City uses.  City officials and employees may enter the premises at any time, even during the private use, for any purpose.
5. Staff is authorized to refuse usage when, based on past use, the experience or usage by the individual or organization has been unfavorable as determined by the City Clerk.
6. The user shall reimburse the City for any costs the City incurs related to the use activity, including, but not limited to the cost of security, cleaning or repairing. 
7. The City is not responsible for damage or loss of property belonging to the groups using the facility.
8. Other than service animals, animals are not allowed in the building.
9. Candles or any type of open flame is prohibited.

 *The City Clerk has the right to modify these regulations on a case by case basis.