Meeting Room Policies
Bartram Trail Regional Library System provides meeting room spaces as a service to the community for use by individual groups and/or organizations. This space is designed for library-sponsored programs, community group activities and programs of governmental funding agencies including local, state and federal agencies that provide continuous financial support to the libraries.
System-Wide General Policies
Bartram Trail Regional Library System provides meeting room spaces as a service to the community for use by individual groups and/or organizations. This space is designed for library sponsored programs, community group activities and programs of governmental funding agencies including local, State and federal agencies that provide continuous financial support to the libraries. Priority for use will be given to library-related programs and those co-sponsored by the library. Community sponsored activities will be granted permission on a first-come first-serve basis.
Functions held in the meeting rooms must be of civic, cultural or educational nature. Meetings must be open to the general public.
Space may be reserved for workshops, conferences, institutes, book discussions, training, touring exhibits, programs, etc. Recurring meetings by organizations and/or community groups are not encouraged; however, the rooms may be reserved no earlier than 60 days in advance. The library will not accept reservations for a series of meetings which will designate the Library as a regular meeting place of any organization. However, classes held in a series but on a temporary basis will be allowed. i.e. "Weekly class or workshop on financial planning for 4 weeks and sponsored by the County Extension Office".
All programs, events, meetings and gatherings shall be open to the public at no admission fee. However, an organization may charge for materials used in the program or meals served if allowed at the local library. Library related programs such as Friend's book sales or bake sales to benefit the library services may be scheduled in library facilities.
Permission to use the meeting room will not be granted unless the presentation assumes the nature of an open forum with the opportunity given for all viewpoints to be presented. The Board of Trustees for the Bartram Trail Regional Library System reserves the right to review any or all room use applications and may demand sufficient time to make proper investigations before action is taken on a request. The Board may reject applications. Permission to use the meeting room does not constitute an endorsement of a group's policies or beliefs.
A maintenance fee to recover costs of operating the meeting room may be assessed.
The Library Director is instructed to implement this policy with procedures as required.
Eligible groups include:
- Civic organizations
- Social clubs whose intent is educational or cultural in nature
- Academic classes or study groups of more than two people
- Professional or honorary groups
- Organized school or academic groups which have a civic interest or goal
All meetings are open to the public. The Library staff reserves the right to enter the meeting room at any time.
Who May Not Use the Library Meeting Room
The meeting room is not an appropriate venue for the following types of meetings:
- Any group meeting for a profitable reason.
- Group meetings for family or personal reasons, such as family reunion, wedding reception, birthday parties, etc.
- Political campaigns (political forums, however, are allowed)
- Any meeting that would tend to incite or provoke imminent lawless action, to be disruptive to other Library functions or would endanger the safety of Library staff or patrons.
- One-on-one meetings of any kind (example: personal tutoring), with the exception of those events held at the request of the Library, the City, the County, or the Board of Education.
- Any group which has violated Library policies related to the meeting room on prior visits.
System-Wide Procedures & Regulations
- An application for the use of the Meeting Room is available during the regular OPEN hours of any library branch in the system and must be completed by an official of the requesting organization and who will be attending the meeting. Tentative scheduling and information exchanges by telephone are acceptable. However, the application must be completed and approved by the Librarian or Library Manager in charge before reservation is official or before the library meeting site is advertised. Upon approval the requestor will be notified. Rooms are assigned in the order in which requests are received. The requestor's original signature, address and telephone number are required on the form.
- Arrangements and logistics for use of the rooms should be made with a library Staff member at the time the application is approved. The Library is not responsible for setting up furniture as desired by the user group. Certain equipment may be available for use upon request. See Application.
- It is the responsibility of the contact person/requestor to obtain the key, when necessary, from library staff when a meeting or function is held after hours. The person in charge or who has requested the room must check out the key. The key must be returned by the same person as soon as possible the next day. A fee of $30 will be charged for a lost key.
- A non-refundable fee may be charged for maintenance of the room used with the amount determined by the Board of Trustees.
- All programs or meetings must be open to the public.
- Permission to meet in the Library does not in any way constitute an endorsement of a group's policies or beliefs.
- Neither the name nor the address of the Bartram Trail Regional Library or any of its branches may be used as the official address or headquarters for an organization.
- The library is not responsible for equipment, supplies or other items owned by a group and used in the library. Organizations needing use of Library Audio-Visual equipment may request this use on the application.
- Smoking is prohibited on the premises of the libraries. The group sponsoring the meeting is responsible for enforcing the non-smoking rule.
- Organizations should observe the time frame noted on their application and before leaving, must accept responsibility of turning off lights, closing windows, adjusting thermostat and locking doors.
- The adult booking the facility, as well as the organization, is responsible for any damages that should occur as a result of the use of the facilities. Facilities will be inspected after each meeting. Users shall pay the cost of repair of any damage to facilities as determined by the library.
- In the event of cancellation, the requestor shall promptly notify the Library. This courtesy will allow another group the opportunity to use the room.
- Use of Library telephones is prohibited. The Library Staff will not deliver messages to participants in the meeting room.
- No signs or banners may be placed anywhere in the library without the permission of the Librarian or Library Manager. (For further clarification see Display/Poster/Sign Policy)
- The room should be left in the order in which it was found. Tables and chairs may be arranged, provided they are returned to their original arrangement before the group vacates the premises.
- No food or drink is to be served in the Meeting or Conference Room by the person(s) or group responsible for the meeting.
- No food or drink is to be brought into the Meeting or Conference Room by individuals attending the meeting.
- If damage occurs, groups are responsible for cost of repairs or cleaning of the Meeting or Conference Room.
- Failure to comply with the regulations or abuse of any of the above mentioned privileges may result in suspension of the right to use the meeting rooms for one year.
- A $25 security system fee will be required for after hours use of the Taliaferro County Library meeting room which is subject to availability.