Clearwater Public Library System Public Use of Library Meeting Rooms Policy

Policy |Guidelines |Meeting Rooms|Meeting Room Application (.pdf format) (Word document)

The Clearwater Public Library maintains meeting room facilities in the Main Library and the Countryside, East and North Greenwood Branches. Meeting rooms are intended to further the library's mission by facilitating the exchange of diverse information and ideas. The primary purpose of meeting rooms is for library activities, including programs presented by library staff, the Friends of the Library, the Library Foundation, other organizations affiliated with the library or the City of Clearwater.

Policy

• » When a meeting room is not being used for a library or city activity, the space will be available free of charge to the public for governmental, civic, cultural or educational programs or meetings provided by non-profit or community groups and organizations.
• » Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. Availability is on a first come, first served basis. Library events take precedence and may result in the rescheduling of previously reserved time slots, although every effort will be made to avoid conflicts.
• » All meetings must be free and open to the public. No admission fees will be charged. No products or services may be advertised, solicited or sold. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of the meeting or program. Any such restrictions should in no way interfere with the public’s ability to attend, observe or listen to the program. Educational courses conducted by not-for-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the public who don't pay fees. Attendees may not be required to supply personal information (i.e., name, telephone number) to attend any meeting held in the library.
• » Permission for use of a library meeting room does not imply library or City of Clearwater endorsement of the views, opinions, policies or activities of groups or organizations using the library’s facilities. Any announcement or publicity implying such endorsement is prohibited. Neither the library nor the City of Clearwater is responsible for the accuracy, use or consequence of statements made during such meetings.
• » Rooms cannot be reserved for regular meetings more than once a month per group. Applications will be accepted beginning on September 1 for November through October of the next year. The reservation is not completed until the date and time has been confirmed and the application approved.
• » All meetings must be completed one half hour before the library closes. Meeting rooms must be left clean and in the same condition as they were prior to the meeting. Furniture may be rearranged but must be returned to its original position at the end of the meeting. Failure to comply with the meeting room policy or rules may result in loss of meeting room privileges.
• » Permission to use a meeting room includes ordinary use of the furniture and fixtures, electrical lines and public address system, if available. All other items must be provided by the person or group reserving the room.
• » The library assumes no liability for theft or damage to property brought onto library property or for injuries that occur as a result of actions of sponsors or participants in activities in meeting rooms.
• » Meeting room programs must not interfere with library operations. The library Code of Conduct and applicable laws, including occupancy regulations, will be enforced.
• » The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms and conditions. Failure to comply with the meeting room policy or rules may result in loss of meeting room privileges, immediately or in the future. The Library Director is responsible for the administration of this policy and for establishing administrative procedures for its implementation.
• » The library reserves the right to impose any additional rules or regulations, whether or not expressly provided herein, which may be in the best interest of the library in the operation of its facilities and, as such, they shall be binding on the applicant/user.

Top of Page

Guidelines

In addition to the Clearwater Public Library Meeting Room Use policy, the use of meeting rooms is subject to the following guidelines and rules:

Scheduled Meeting Room Use:

• » Reservations are made individually at community libraries.
• » Application forms are available at each library facility and online.
• » No group may schedule a meeting more frequently than once a month. Meetings may be scheduled in advance for one calendar year. Applications will be accepted beginning on September 1 of the preceding year.
• » Availability is on a first-come, first-served basis.
• » Groups must provide a contact name and number to be included on the library web site's Meeting Room Schedule so that library staff can direct inquiries from the public to the appropriate person.
• » Scheduling is not complete until the appropriate library staff member has confirmed the date and time and approved the application. Returning an application form to the library does not constitute approval.
• » Notify a library staff member if a meeting must be cancelled as early as possible. Last minute cancellations may result in forfeiture of meeting room privileges. The library cannot be responsible for communicating the status of a meeting to members of a group.
• » Special arrangements must be made for use of adjunct services, such as audio-visual equipment. An AV request form must be included with the meeting room application for Main library equipment.
  

  Top of Page

Rules of Use:

• » All meetings must end one half hour before the library closing time. All meeting attendees must leave the library by closing time.
• » Groups are responsible for returning the room to its original furniture arrangement before leaving.
• » During a meeting on library property, no group or individual may charge admission; solicit or collect a "free will" offering; sell materials; conduct raffles, opportunity drawings or sell tickets for door prizes; or collect personal information for group participants.
• » Any advertising done by outside groups for programs or events must clearly state the groups contact name and phone number and may not state or imply endorsement by the library or the City of Clearwater.
• » Groups may not consider the library their permanent meeting place or use the library as a mailing address.
• » Registering participants is the responsibility of the group, not the library.
• » Attendance may not exceed posted capacity in the meeting room. (See Meeting Rooms)
• » The applicant is responsible for discipline during the meeting and reasonable care of the room. The applicant will be charged for any damage or extraordinary cleaning needed to return the room to its previous standard and will forfeit any future use of the room.
• » Groups must provide their own supplies, including paper, markers, pens, tape, flipchart pads, etc. Coin-operated copiers are available if extra copies of handouts are needed.
• » Groups may not store their supplies and/or equipment in the library before, between or after the time of the scheduled meeting.
• » Nothing may be affixed to the walls.
• » Groups using the kitchen must clean up and empty the refrigerator after each event. Food items left in the kitchen will be discarded.
• » The library may require that meetings of youth groups have an adult in attendance.
• » Groups must place requests to use A/V equipment no less than 10 days in advance. Last minute requests cannot be granted.
• » Groups expecting large attendance or holding all-day events must arrange to have their members park so that sufficient, convenient parking will be available to other library patrons. For the Main Library, parking is available in lots A and D.

  Top of Page

Special Notes

• » The City of Clearwater, Clearwater Public Library System and its employees are not responsible for accidents, injuries, loss or damage to individuals or their personal property that may occur while using Library meeting rooms.
• » Consumption of alcoholic beverages, use of drugs or tobacco products and burning of candles or open flame containers are prohibited on the library premises.
• » There shall be no interference with the normal use of the library by others because of any meeting. The library retains the right to end a meeting at the sole discretion of the Library Director or his/her designee. Any group that does not comply with the policy and rules for use of meeting rooms or the Library's Code of Conduct will forfeit their right to future use of all library meeting rooms.
• » The Library reserves the right to impose any additional rules or regulations, whether or not expressly provided herein, which may be necessary for the best interests of the library in the operation of its facilities and, as such, they shall be binding on the applicant/user.

Top of Page