MEETING ROOM POLICY

Meeting Room Policy - APPROVED 2/18/2025

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The Sweetwater County Library System offers meeting spaces as a service to the community. Spaces are available for use by community groups as outlined in this policy, which has been approved by the Library Board.

Purpose of the Meeting Room Policy

• To further the mission of the Sweetwater County Library System.

• To guide librarians in their approval of the use of the Library’s meeting rooms.

• To outline rules and regulations for the public in their use of the Library’s meeting rooms.

Who Can Use the Meeting Rooms

• Rooms are available to groups regardless of the beliefs or affiliations of their members.

• A person must be at least 18 years old to reserve a meeting room.

Availability

• Meeting rooms are available during the Library’s open hours.

• Special arrangements can be made to use the Library after hours under the following conditions:

  • Anyone using the Library after hours must have a Library card to check out a key.

  • Rooms cannot be used overnight.

  • Items cannot be left in the room overnight.

• The timeline for reservations will be listed on the Library’s website and reservation forms. The timeline can change at the discretion of the Library Director.

How the Meeting Rooms Can Be Used

• Meeting rooms use must fall under one of the following categories. Exceptions may be made at the discretion of the Library Director.

• Group meetings/activities that are free and open to the public

• Organizational board meetings

• Interviews, test taking or studying

Food and Drink

• Light refreshments may be served in the meeting rooms. Light refreshments include snack items that do not need to be heated.

• Larger meals that require items to be heated may be served in rooms with kitchen spaces with approval of the Library Manager and by signing a waiver.

• Alcohol is not allowed in the meeting rooms.

• Groups must provide their own utensils, dishes, and supplies.

• Groups using the rooms are required to clean up after themselves and vacuum/sweep up any messes that are made.

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Limitations

• Meeting rooms are not available for private social gatherings such as parties or entertainment.

• Meeting rooms shall not be used by for-profit groups or organizations to sell any materials, goods or services.

• Meeting rooms shall not be used by outside groups for fundraising.

• Smoking and use of tobacco products and non-tobacco products (e.g., e-cigarettes, vaping) is not permitted.

• The Library reserves the right to limit the number of times a single person or group may schedule a room in order to accommodate all requests.

• Room reservations may be canceled to accommodate Library programs

• Publicity

• Groups using Library meeting rooms must not use advertising and/or publicity that imply that their programs are sponsored, co-sponsored, endorsed or approved by the Library, unless written permission to do so has been given by the Library Director.

Responsibilities of Meeting Room Users

• Arrive at the Library on time for your reservation. Arriving more than 15 minutes late will result in the cancelation of your reservation.

• Check in at the front desk.

• Meeting room users must follow the Library’s Code of Conduct.

• Organizations are responsible for setting up the rooms according to their needs and should include time for set-up and clean-up into their reservation times.

• Janitorial services are not available. Meeting room users are responsible for their own clean up.

• Rooms must be left in the same condition they are found. Users are responsible for returning the room to its original set up.

• Users are responsible for any damages to the room or replacement costs for equipment in the room.

• Personal items cannot be left in the room. The Library is not responsible for equipment or personal articles left in the room.

• If using the rooms after Library hours, users must make sure outside doors are securely closed when leaving.

• Those using the study rooms must leave the room five minutes before closing.

• Inform the Library if you need to cancel your reservation. Failure to cancel a reservation may result in loss of use of meeting rooms in the future.

Consequences of Policy Violation

• Users who violate this policy will be subject to fines, replacement costs and possible loss of privilege to use the room.

• Those who lose their meeting room privileges will be contacted in writing by the Library Director.

• Appeals for loss of privileges may be made in writing to the Sweetwater County Library System Board of Directors. The board’s decision will be final.