COLUMBIA COUNTY PUBLIC LIBRARY

LAKE CITY, FLORIDA

Policy Statement on Use of Meeting Rooms

The Columbia County Public Library provides the use of meeting space for library-related, community, and informal educational purposes.  Library-related programs and programs sponsored by the library take precedence. That a group is permitted to meet at the library does not in any way constitute an endorsement of the group's policies or beliefs.

Applications

1.   Requests for meeting facilities at the Library should be directed to the Library Administrative Office.

2.   Written application must be submitted for approval in advance.  Tentative bookings may be made by telephone, but a signed written application is required for confirmation.  After a request is submitted, there may be a waiting period of up to thirty (30) days to allow time for review and consideration.

3.   Groups requesting space for a series of meetings must submit, in writing, a list of specific dates along with their application.  Confirmation of recurring meetings will be made by mail.  Regular weekly meetings held on a continuing basis will not be allowed.

4.   Recurring reservations for meeting facilities can be accepted for a period up to one (1) year only and require a written request for renewal.

Group Qualifications

 5.     All meetings must be of a cultural, civic, or educational nature and under the auspices of a responsible organization that can vouch for the character of the meetings and the conduct of its members.  The name and telephone number of a contact person must be supplied.

6.     Profit-making or commercial meetings are not permitted.  All meetings must be open to the public.

7.     Study groups are permitted to use the meeting facilities upon availability but must fill out a written application.

8.     Youth groups requesting the use of meeting facilities must make arrangements through an adult advisor who will also be responsible for the group and be present during each of the group's meetings.

Publicity

9.     Each group is responsible for its own publicity, which should indicate that the event is not library-sponsored.

10.   Posters, flyers, news releases, and other materials of cultural, civic, or educational purposes may be posted or displayed as space permits.  Library Bulletin Board Regulations will apply.

        Pamphlets may be handed out during meetings but not in any other meeting room or elsewhere in the Library. A display rack is provided for displaying brochures. Brochures for distribution should be left with library staff.

11.   Existing materials may not be removed from the walls, windows, doors, or furnishings except at the direction of authorized library staff.  Materials are not to be attached to walls, windows, doors, or furnishings except at the direction of authorized library staff. 

Occupancy

12.   All groups using library meeting facilities must adhere to standard library rules and regulations as determined by the staff person in charge of the building.

13.   The library retains the right to cancel reservations for a meeting room. If possible, at least 24 hours notice will be given.  This will normally only happen in extreme emergencies such as power failure or lack of water for restrooms.  Groups holding reservations are requested to notify the library of cancellations at the earliest possible date in order to free the meeting facility for other groups.

14.   Meetings can start only during regular library hours.  Meetings must terminate before closing time or at the request of the Library Director.  Special services performed at the request of the user, which include use of the building after regular library hours, may be subject to the assessment of fees.

15.   Serving full meals or extensive refreshments is not permitted.  Light refreshments, including beverages and snacks, may be served.  Red punch may not be served due to its staining properties.

16.   Each group shall leave meeting facilities clean and orderly.  Please alert library staff to spills on the carpeting so that they can be treated promptly.

17.   Groups using meeting rooms are responsible for arranging chairs and tables as needed.

18.   Tobacco use and alcoholic beverages are not permitted in any part of the library.

19.   Non-profit organizations may charge to cover incidental expenses such as costs for refreshment or materials. Groups or individuals may not solicit donations for fund raising purposes or make sales except for the benefit of the library and its purposes. 

20.   It is not always possible to guarantee that the same room will be available to the same group for every meeting.  It is sometimes necessary to make changes in room reservations if a small group has booked a room that would accommodate a larger group.  Groups will be notified of any such changes.

21.   The Columbia County Public Library cannot be held responsible for damage or loss of items left unattended in meeting facilities.

Equipment and Supplies

22.   The Library has available and may furnish upon request, free of charge, the following equipment for use in library meeting areas: overhead projector, slilde projector, LCD projector, video equipment.  Please request equipment in advance, when requesting meeting room space.  Library staff is not available to operate equipment.

23.   The Library does not provide paper, writing instruments, and other supplies.

Fees

24.   A fee of $10.00 will be charged if any refreshments are served

25.   Fees must be paid to the Library prior to the beginning of the meeting; if not, space may be denied.  

Adapted 6/20/91

Revised 5/7/98 per Resolution No. 98R-19

Revised 3/20/03

Revised 10/02/2003

Revised 2/7/2008