1.8 MEETING ROOM USE

Overview:

The Library welcomes the use of its meeting rooms by organizations engaged in educational, cultural, civic, intellectual and charitable activities. The meeting room facilities shall be made available to such groups on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting use. Organizations or individuals may not use the meeting rooms for commercial purposes or for any personal financial benefit. The Meeting Rooms may not be used for private social events, religious worship services, or for any activities that are misleading, unlawful, related to an unlawful activity, or disruptive of staff’s work or patrons’ reasonable use of any library facilities.

 

 The Library reserves the right to revise any meeting arrangements scheduled if necessary and to preempt or cancel established reservations upon reasonable notification to the organization. Use of the meeting rooms does not constitute the library’s endorsement of viewpoints expressed by participants in the program. No organization utilizing the Library as a meeting space shall use the library as its official address.

 

Application Procedure:

 

• Permission to use a meeting room may be granted only upon the submission of a written application form available at the front desk and on the Library website www.hoaglibrary.org.All application forms must be completed by an adult member (18 years or older) of the requesting organization. Applications may be submitted in hard copy to the front desk or electronically.

•  Organizations/groups should submit application per organization/group to the Library at least two weeks, but not more than six months (180 days) in advance of the dates requested. Meetings or programs sponsored by the Library will be given priority in the scheduling of the meeting rooms, after which all other requests will be considered on a first come, first served basis.

• Prior to submitting an application, persons requesting a meeting room should check the Library's website for the availability of rooms.

• Applications will be approved / denied as timely as possible.Any special request (outside of the Guidelines provided) requires approval by the Director and/or Board of Trustees.

• If the application is approved, the requested date will be entered on the schedule and a confirmation will be emailed to the applicant.

 

Guidelines for Use of Meeting Rooms:

 

Any meeting room usage must be open to staff, public, and the press. Individuals/groups using the Library meeting rooms may not discriminate against any person requesting admission to the meeting on the basis of race, sex, color, creed, national origin, military status, marital status, religious belief, sexual orientation, or disability, or any other status and/or characteristic protected by applicable law.

 

The meeting rooms shall not be used in any way that materially interferes with the operation of the Library or which causes a threat to the safety of library patrons. The Library reserves the right to limit the number of attendees to any meeting room consistent with safety.

Alcoholic beverages are not allowed in the meeting rooms or in any area of the library except for duly authorized Library sponsored events.

 

Users are responsible for setting up and arranging chairs, tables and equipment for their meeting. The rooms must be cleaned of all litter and left in good order at the end of the meeting.

 

The Library does not provide secure space for property or supplies of groups or organizations using the meeting rooms. The library assumes no responsibility for private property brought into the building.

 

Groups are responsible for supervision of children who may accompany its members. Children shall remain with the user or be supervised by an adult who remains with them.

 

The organization or individual reserving a meeting room agrees to defend, indemnify and hold the Library harmless from any and all claims, suits, damages, costs, losses, and expenses in any manner resulting from or arising out of the organization or individual’s use of the rooms. The Library reserves the right to require a certificate of insurance or further documentation regarding such indemnification.

 

Organizations requesting room usage may include a special request on their application to gather registrations prior to the event.  If approved, registrations may be gathered at the front desk for the event by Library staff. Any fee attached to these trainings / certifications to be provided, must be gathered by the organization (not library staff) at the door of the room during the event and is their sole responsibility.   

Other special requests may be considered when presented in writing with the application. 

Fundraising events / activities are allowed only if they solely and specifically benefit the Library. 

 

Specific Library Programs (organized and/or which benefit the Library) may require a registration or donation / fee, collected by Library staff, prior to the event.   

Revisions adopted by the Board of Trustees in 2025.