Reserve a Room

POLICY 3.6 USE OF PROGRAM ROOMS BY THE PUBLIC

Need for this Policy:

A policy is required to establish the terms and conditions for public use of the Library's Program Rooms.

Policy:

The Program Rooms of the Library, when not otherwise scheduled for Library programs or purposes, are available under the following general conditions:

1. Program Rooms will only be available for use during the hours the Library is open to the public
2. The individual reserving and assuming responsibility for the room must be:
   1. at least 18 years of age
   2. a resident of the Clifton Park-Halfmoon Library District
   3. a Clifton Park-Halfmoon library card holder in good standing
   4. Present at the meeting/event for which the room has been reserved
3. Rooms may be reserved by an individual or group no more than a total of 12 times per year
4. Rooms may be reserved for programs of educational value and discussion of current public issues. Rooms are not available for private social functions such as weddings, birthday or anniversary parties, showers, or for individual use. Programs must be free and open to the public.
5. Rooms may also be reserved for programs and meetings of a non-commercial nature and must be open to the public. Programs/meetings may not be used to directly solicit business or collect contact information from program attendees to market any product or services.
6. When not otherwise scheduled, Program Rooms C, D and the two first floor study rooms are available for use during regular library hours on a walk-in basis by library card holders in good standing, subject to procedures and time limits established by the director.
7. A Reservation Form must be completed and submitted via the Library’s website when requesting a room reservation.
8. No charge shall be made for admission to any program or meeting. However, groups that normally collect dues/membership fees may use the Program Rooms so long as their meeting on Library premises are open to the public at no charge. Fundraising is not allowed.
9. If Library equipment (such as projectors or audio-visual units) is requested, arrangements with library staff must be made at least 72 hours in advance.
10. The reserving party is responsible for leaving the room in the same condition as it was when they arrived. Light refreshments may, with prior approval, be permitted in designated rooms. No alcoholic beverages may be served. The reserving party will be charged a $75 fee if extraordinary housekeeping service is necessary.
11. The Library charter states that the Library shall not participate in, or intervene (including publishing or distributing statements) in any political campaign on behalf of any candidate for public office. Thus Program Rooms may not be used for these purposes.
12. Permission to use a Room does not constitute endorsement by the Library. Programs/meetings are not sponsored or promoted by the library.
13. There shall be no distribution of literature on library property either inside or outside, other than to program participants in the program room. All literature is subject to library approval.
14. An organization may not have the name, address, or phone number of the Clifton Park-Halfmoon Public Library serve as the address of record for an organization.
15. Programs may not disrupt the use of the Library by others. Persons attending the meetings are subject to all Library rules and regulations.
16. Groups must secure public performance rights to screen films in library meeting rooms, and provide the library with proof of same. The library is not responsible for securing these rights, nor is it liable for a group’s violation of this regulation.

Room Reservation:

1. The Library reserves the right to cancel meeting room reservations in the event of a conflict with a library sponsored program. In such cases, every reasonable effort will be made, in a timely manner, to notify the person(s) having made the reservation of the cancellation of their reservation, and every reasonable effort will be made to arrange alternate space for the displaced program.
2. Reservation requests for program rooms may not be submitted more than ten weeks in advance of the proposed reservation date and must be submitted at least 72 hours in advance of the proposed reservation date and time.

Room reservations as provided for in this policy will be reviewed annually and adjustments made to this policy as deemed necessary by the Board of Trustees to allow for the maximal, fair use of meeting spaces.

Responsibilities:

Abuse of this Room Policy may preclude further room reservations. It is the responsibility of the Director to interpret and apply this Policy.