Policies and Procedures for Use of Meeting Rooms

(Application form available at bottom of page.)

All Meetings are free and open to the public.

Subject to prevailing time, place and manner of regulations, the library meeting areas may be booked on a first-come, first-served basis for public gatherings of the following types of groups:

1. Community groups with a cultural, educational or civic emphasis under nonprofit sponsorship.
2. Governmental agencies, municipal and state.
3. Performing arts groups, only when sponsored by the library.

Rooms are not available for the following:

1. For-profit organizations.
2. Groups charging admission fees or asking donations.
3. Classes conducted by instructors for their profit.
4. Study groups, including those preparing for classes, degree programs and certification.
5. Administering tests or examinations.
6. Non-library related groups soliciting or actively selling items or services.
7. Social gatherings, social clubs or social activities, unless sponsored by the library or private meetings not open to the public.
8. Rallies or campaigns for specific partisan political issues or candidates.
9. Fund raising activities or events, except those sponsored by the library for funds for the library.
10. Any unlawful purpose not consistent with the U.S. Constitution.
11. Activities likely to disturb regular library functions.
12. Dances or music recitals, unless sponsored by the library.
13. Press conferences.
14. Public workshops, unless sponsored by the Library.

Reservations

All programs and meetings shall be open to the general public. The library will make every effort to meet the needs of all disabled persons using meeting room space. No programs or meetings shall be held from which the media is excluded.

Meeting room reservations may be made in person or by telephone. The person reserving the meeting room must be at least 18 years of age and must attend the meeting. In addition, an adult must be present during the entire use of the facility by the group. Completion of a Meeting Room Application is required to confirm any booking request. Applications may be submitted in person, by mail or fax. Any group requesting a meeting room must apply at the location where the group wishes to meet. Confirmation of a reservation will be returned by mail if time allows; otherwise, confirmation will be made by phone or fax.

One reservation at a time may be made by each organization. A date for the next meeting may be reserved only after the first meeting has been held. Meeting rooms may not be booked more than 45 days in advance.

No standing reservations may be made. Booking will be on a first-come, first-served basis. First priority is given to Richland County Public library programs, agencies and affiliated groups such as Friends of the Richland County Public library for public programs, staff training and business meetings.

The library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using a meeting room either by vandalism, abusive action or other disturbance, or not using the space for the stated purpose of the policy. Rooms will not be available for use by groups or individuals who have demonstrated a history of unreliability in meeting library requirements. Users shall conform to all laws, ordinances, regulations and library rules. Fire regulations concerning room capacity and access to exits must be observed. Rules regarding smoking, eating and drinking must be followed.

Non-library groups are encouraged to reserve meeting rooms no more than once a month in a 12-month period, or no more than once a week for a six-week period. A site manager may make an exception if demand allows. Groups are also encouraged to reserve meeting rooms at least 48 hours prior to the date requested. Rooms are not available for groups prior to their reserved time without approval of the site manager.

Cancellations

The library requires at least 24 HOUR NOTICE OF A MEETING CANCELLATION, except in the case of inclement weather. In unforeseen emergencies in which the library has to cancel a meeting, the library will attempt to give the group as much notice as possible. If cancellation is made 24 hours or more in advance, a refund will be mailed by the library's Business Office. If notice of cancellation is not given within 24 hours of meeting time requested, no refund will be given.

Charges for library Locations

There will be no charges for any of the meeting rooms with the exception of the Main library Auditorium, which costs $50. The auditorium has a capacity of 200.

Payment must be made in the form of a check when application is submitted. No cash will be accepted. If use of a meeting room is denied, the check will be returned.

Room Arrangements

The Main library Auditorium will be set up in either conference or auditorium style. Conference rooms are arranged conference style only. No furniture may be added to conference rooms. Groups may arrange tables and chairs as desired with the requirement that they be returned to their original arrangement. All meeting rooms must be left in a clean and orderly condition. Failure to do so may affect future bookings. Groups must assume all responsibility for damage to library facilities and equipment.

Branch meeting rooms must be set up by the groups according to their needs. Groups are required to return these rooms to their original arrangement.

Restrictions

1. Parking availability may be limited.
2. Permission to meet in the library does not in any way constitute an endorsement of a group's policies or beliefs. Neither the name nor the address of the Richland County Public library may be used as the official address or headquarters for any organization.
3. Groups may not state nor imply that the library is sponsoring their program. Publicity announcing meetings should in no way imply library sponsorship. Only those activities sponsored by the library will be advertised by the library.
4. No food or drink is allowed, except during library sponsored events.
5. No smoking is allowed inside any library facility.
6. No tape or adhesive of any kind may be used on the walls or furniture.
7. Groups will not be permitted to hold regularly scheduled meetings utilizing library facilities unless sponsored or cosponsored by the library.
8. All meetings must be held during regular library hours. Meetings must end and meeting rooms must be empty 15 minutes before closing.
9. The group's responsibility for the room shall be terminated only when they have informed an authorized staff member or security officer that they have vacated the room and that it is ready to be secured.
10. Upon adequate notice and for adequate reasons, the library reserves the right to revoke permission to use the library’s meeting room.
11. The library is not responsible for items left in its facilities. Storage space is not available, nor can the library provide porter service into its facilities.
12. The library does not provide audio-visual equipment. However, materials such as screens and carts, may be available at some locations. Groups must arrange such use of equipment.
13. library staff are not available to run AV equipment during meeting.
14. Children cannot be left unattended in the Library while parents/guardians attend meetings.

Meeting room application forms are available at all locations, as well as in .PDF format so you can download and print a copy from outside the library. This requires that Adobe Acrobat Reader be installed on your computer. You can download a free copy of Adobe Acrobat Reader from the Adobe Web site.