Meeting Room Policy
The Union County Library System is eager to provide the best possible services to the public through the use of
its facility and encourages its use by the public. However, it is necessary that certain policies and rules be
established to ensure consistency with the purposes of the library, as well as, equitable treatment of users.
The meeting room is provided primarily for library related activities such as story hour and book discussion
groups or other activities co-sponsored by the library. Such activities and regular library service must take
precedence over all other activities, including the use of the meeting room. In addition, the manner of use of the
meeting room must not interfere with the use of the library.
In accordance with the American Library Association’s Library Bill of Rights and its interpretation pertaining to
meeting rooms, the library does not limit use of the meeting room based on the subject matter or content of the
meeting or on the beliefs or affiliations of the meeting’s sponsors.
As a general policy, the meeting room or reading room area may not be used for commercial enterprises or
private parties. It may not be used for similar exhibits.
Any group or individual wishing to use the meeting room must make advance reservations with a library
employee, who will tentatively schedule the meeting on the library calendar. All meetings are subject to approval
by the library director.
All meetings must be open to the public and be free of charge. There should be no hidden fees associated with
the meetings.
Any person under 21 years of age using the meeting room must have an adult sponsor who will meet with the
group in the library and who will be responsible for adherence to library requirements.
Only the Friends of the Library will be allowed to have a standing reservation for the meeting room. All other
groups will be required to schedule each meeting as needed.
No prices may be posted for items on exhibit in the library, but a price list may be left at the circulation desk for
viewing. No sale or commercial transaction may be made on library premises, and no admission fee may be
charged for any program or activity in the library – except fees, prices, or sales to raise funds specifically for our
county’s public libraries.
No alcoholic beverages are allowed.
The person or organization sponsoring the function will furnish paper plates and cups, coffee, etc.
No smoking will be allowed anywhere in the library.
AV equipment should be scheduled in advance for use in the meeting room.
Groups using the meeting room are responsible for furniture set up and should return the room to its original
condition, leaving it in a neat and orderly fashion. The kitchen should also be left clean and orderly.
Groups will be held responsible for any cleaning, repair or replacement costs associated with spills, stains or
damage done to furniture, flooring or equipment during their function.
For after hours meetings, it is the responsibility of the contact person to pick up a key before closing on the day
of the event. The key must be returned the next morning or a 10.00 replacement fee will be charged.
A non-refundable deposit may be necessary for use of the meeting room. This deposit will help to offset the
costs of utilities and janitorial services for the library.
Up to 4 hours (1/2 day) - $10.00
Up to 8 hours (1 day) - $20.00
This deposit is to be paid before your meeting.
The responsible party for any meeting must sign a FORM OF RESPONSIBILITY before any meeting.
Groups failing to comply with any part of this policy or the established procedures will be denied further use of
the meeting room.
Use of the meeting room does not imply endorsement, support or co-sponsorship by the Union County Library
System of the activities that take place in the meeting room or of the beliefs of the group using the meeting
room. Except for library-sponsored organizations, groups or individuals using the meeting room may not imply
that the event or program is sponsored, co-sponsored, or endorsed by the library in any advertising or publicity.
Last Revision: August 2008