Meeting Room and Facilities Use Print E-mail

APPROVAL DATE: Revised: February 19, 2008

The Whatcom County Library System makes library meeting and conference rooms available when they are not being used by the Library, its Friends of the Library groups, library building owners, or government organizations using the room for government purposes. Meeting rooms are intended to further the Library's mission and Long Range Plan, including but not limited to facilitating the exchange of diverse information and ideas.

Library facilities are available on a non-discriminatory, equal access basis in compliance with state law. Use of Library facilities and meeting rooms by any group signifies acceptance of the terms of this policy and the guidelines for room use.

Permission to use WCLS facilities will be denied for purposes that would interfere with the proper functioning of the Library or disrupt the use of the Library by others or violate state law.
Permission to use the Library's meeting rooms does not constitute Library endorsement of any program presented or any viewpoints expressed. Advertisements or announcements implying such endorsement are not permitted.

The Library does not assume liability for injuries to individuals or damages to personal property which occur as a result of actions of the sponsors or participants in activities in meeting room.
The Library Director is responsible for establishing and administering procedures to carry out this policy.

MEETING ROOM GUIDELINES

All events held in meeting rooms must be open to the public

1. Persons who attend events in the Library meeting rooms must adhere to all rules and regulations of the Whatcom County Library System Rules of Conduct.
2. Admission must not be charged and products must not be sold in a facility or meeting room except those which benefit the Library, have an educational purpose, and are sponsored by the Friends of the Library or the building owner.
3. Information may be distributed and must be free of charge. No services or memberships may be advertised, solicited, or sold. However, groups which regularly charge membership dues are permitted to collect such dues at the library.
4. Smoking and the use of alcoholic beverages are not permitted.
5. Attendance must not exceed the posted capacity of the meeting room.
6. Meeting rooms may not be used by profit-making ventures or by representatives of profit-making companies and/or organizations to advertise and sell services (i.e., a Tupperware party is not an acceptable use of the rooms, but Tupperware could reserve the room for a staff-development workshop.) Speakers who represent educational agencies that charge tuitions may not solicit business for their agencies.
7. Use of meeting rooms shall conform to all local, state and federal laws including the Americans with Disabilities Act. Children under the age of seven who accompany an adult to a meeting must remain with the adult at all times.

AUTHORITY

Library managers or their designees will approve use of the meeting rooms, based solely on the Library's meeting room policy. Any application which is denied may be referred by the applicant through the Library Director to the Library Board of Trustees for final decision.
RESERVATIONS/SCHEDULING
Library sponsored activities are given priority in scheduling the meeting rooms. The Library reserves the right to re-schedule reservations in order to use the meeting room space for programs or events sponsored by the Library. (As much notice as possible will be provided to groups affected.) The library may block out times in advance when the meeting rooms are reserved for District, Friends or building owner activities.
1. Scheduling will be limited when necessary to ensure equitable access to the facilities for the entire community
2. Reservations are on a first-come, first-serve basis and may be made no more than six months in advance.
3. Requests for use of a meeting room at a specific branch may be made in person, by telephone, or in writing. However, a completed and signed application must be on file in the library prior to the meeting.
4. End of the day use of the facility should be planned so that the closing of the library remains on schedule.
5. There will be a fee for closed hours use.

FEES

No fees are charged for meeting room use during normal library hours.
Rooms are available during closed hours for a security/custodial fee of $20.00 per hour, provided a staff person can be scheduled in advance.

The security/custodial fee may be waived if a designated Friend, approved by the Branch Manager and building owner, is available to oversee the building during the meeting. “Designated Friends” are current active Friends members of the appropriate branch. No more than four Friends members may be so designated during any given year.

EXCEPTIONS

Lease agreements between the Library and branch library building owners may include exceptions to these guidelines.

LIABILITY

The person(s) listed on the application form will be held responsible for any expense the Library incurs as a result of a group or individual's use of the meeting rooms.

SIGNAGE AND PUBLICITY

  1. To establish the fact that the Library is not sponsoring the event, all publicity which uses the name of the library must include the statements “Sponsored by (name of organization reserving the room)” and “No WCLS endorsement implied”.
  2. A group or organization may not use the name and address of the library as the address of the organization.
  3. No individual or group may state or imply library approval without written approval from the library director or his/her appointed designee.
  4. Notice of the meeting will be posted on the day of the meeting on the Daily Schedule Board. Any additional signage must be approved by the library branch manager.
  5. Leaflets and brochures left after the meeting may not be displayed unless complying with the WCLS Posting and Exhibit Policy which maintains a position of impartiality on all issues.

CARE AND USE OF FACILITIES

Permission to use the rooms includes ordinary use of the furniture and fixtures. Persons or groups must provide their own supplies.

  1. Equipment, supplies, or personal effects cannot be stored or left in Library meeting rooms before or after use.
  2. Groups are responsible for the set-up and cleanup of the meeting room. Groups must leave rooms as they are found (i.e., restacking chairs, tables, cleaning counter top, etc.).
  3. Light refreshments may be served. Meal preparation is not allowed. Sink, counters, and tables must be left clean and in an orderly condition. All trash resulting from serving of refreshments must be removed from the premises by the organization.
  4. Groups must check out with staff or designated Friend and sign off on application at end of use.
  5. Groups are liable for all costs that would be incurred by the Library to have the meeting room cleaned, or for damage to or theft of Library property caused by persons attending the meeting.
  6. The Library assumes no responsibility for any theft or damage to any property brought into the Library meeting rooms.

CANCELLATION

  1. Notice of cancellation should be made as soon as possible in advance of the meeting.
  2. Failure to notify of scheduled meeting cancellations for two meetings in any calendar year may result in the loss of meeting room privileges for a period of six months.
  3. The Library reserves the right to deny further use of the meeting rooms to groups who do not comply with this policy.
    Adopted by the Whatcom County Library System Board of Trustees:

APPROVAL DATE: Revised: February 19, 2008
September 21, 2004
March 16, 2004
May 20, 2003
December 17, 2002
Approved: April 21, 1992