Meeting rooms may be booked by non-profit organizations or government entities at no charge.
Regulations for all Non-Library Programs
- Meeting rooms are available Monday through Thursday beginning at 9:00 AM and ending at 7:45 PM and Friday and Saturday from 9:00 AM to 4:45 PM at all branches. Sunday meeting rooms at Lexington Park only are available from 1 PM to 4:45 PM. Groups must leave the building by library closing and observe the closing procedure outlined by the Branch Librarian.
- Meeting rooms are not available on days the library is closed.
- All reservations are done from the library’s website. Customers are responsible for making their own reservations. This can be done from a library computer or outside computer. Library staff can instruct customers on how to use the site. Contact information must include a valid phone number and email address.
- Please include time for set up in the request. Meeting rooms will not be available until the actual time booked.
- Reservations can be made up to 4 months in advance on a rolling calendar basis. On the 1st day of each month, the calendar for the current month and the following 3 months (for a total for 4 months) will be open to the public for reservations. There is no restriction on number of uses, but groups who use meeting rooms to the exclusion of other groups may be asked to reduce the number of bookings.
- Groups who book, but do not use the meeting rooms, are requested to give written notice 48 hours in advance of the cancellation. Email is preferred and such notices can be sent to firstname.lastname@example.org. Groups who repeatedly fail to do so will have their privileges revoked.
- Gatherings shall be open to the public, unless the private party or business fee is paid.
- The contact information (name, telephone, etc) used to reserve a meeting room may be given by the library to individuals inquiring about the organization sponsoring the meetings, unless the private party or business fee is paid. No publicity is allowed on Library property outside of the building. No groups may use the Library as a mailing address.
- Smoking is prohibited in all areas of the library, including meeting rooms.
- Any use of the room which disturbs library customers or operations is prohibited.
- Refreshments may be served if the room is left in an orderly and clean condition. Organizations must provide all utensils and dispose of debris by placement in the library’s dumpster or take it home. Further clarification can be obtained from library staff.
- No alcoholic beverages may be served.
- The size of the group may not exceed the capacity of the room as defined by fire regulations.
- No open flames are permitted.
- Any publicity (brochures, media announcements, etc.) must carry the name of the organization sponsoring the meeting. The library may not be listed as a sponsor. The Library telephone number may not be used as a contact number.
- The organization using the meeting room will be responsible for its set-up. After the meeting, the organization using the meeting room must properly stack the chairs and fold and stack the tables. Property of the organization may not be left in the library. No items are to be attached to or hung on the walls.
- The library is not responsible for lost or stolen articles.
- The organization using the meeting room shall be held financially responsible for damage to property, including carpet stains, or injury to persons which may occur during the organization’s use of the meeting room.
- Any applicant signing the meeting room reservation must be at least 18 years of age. An adult (18 years old or over) must be present at all times when a youth group is using the meeting room, and must be responsible for the conduct of attendees while at the library.
- In case of inclement weather, groups are responsible for calling the library, checking the library’s website, or checking announcements on local radio stations regarding library closings.
- All library equipment available for customer use appears on the room reservation page. All other necessary equipment must be supplied by the customer.
- The Library has the right to cancel existing reservations and to refuse future reservations to groups which fail to abide by the meeting room policies and regulations. Failure to comply with these regulations will result in the withdrawal of the privilege of further use of the meeting room by the group.
Help from Staff
Library meeting rooms are self-service. The library staff may help in limited ways:
- Library staff are available to set up library audiovisual equipment but will not otherwise provide setup or cleanup assistance.
- Library staff will not manage RSVPs from guests.
- If the kitchen or tables will need cleaning at the end of an event, customers are required to bring their own cleaning supplies. A floor vacuum and extra trash bags will be provided upon request.
- Upon request, staff will inspect the meeting room at the end of an event to assess its condition.