St. Joseph County Public Library
Meeting Room Policies
1.7 Meeting Rooms
The Library provides public space in a safe and inviting environment for community activities, meetings and discussions.
Meeting rooms are available at all library locations.
Meeting rooms are free of charge. A refundable security deposit is required at the time of booking for any audio-visual equipment requested on the meeting room application.
1.7.1 Groups and Activities
Use of meeting rooms is normally limited to groups within the Library’s service area. A group must consist of at least five individuals.
Community meeting rooms are open to non-profit groups engaged in educational, cultural, intellectual or charitable activities. Rooms are not available for partisan political meetings, religious services or social functions. No buying, selling, or trading of products or services is allowed, except in support of the Library. Programs and meetings may not be used to promote any private commercial interests or products.
The Library Administration reserves the right to require evidence of not-for-profit status. The Library Board has the final authority to resolve any questions as to which groups may meet on Library property and for what purpose Library property may be used.
To the extent permitted by room occupancy limits (See Section 1.7.4), the program or meeting by any group approved to use a Library meeting room shall be open to the public.
Groups may use Main Library meeting rooms on regular open days with the exception of Sundays.
Library programs take precedence over all other scheduled meeting room events. The Library reserves the right to change or cancel meeting room reservations when necessary.
Branch meeting rooms may be used after hours. Groups using Main Library meeting rooms must adjourn by the time the Library closes.
Meeting rooms are not available on days the Library is closed.
An official representative of the organization using the room must sign an agreement limiting the number of people occupying the room to that specified by the Fire Marshall. The representative accepts full responsibility for any infraction of Library regulations and any damage to Library property incurred during or in connection with the proposed meeting. Responsibility is nontransferable.
The group representative must be a regular Library cardholder over the age of 18. If this representative is unable to be present, there must be someone over the age of 18 present at the meeting.
Responsibility also includes closing procedures at branch libraries if the meeting takes place after hours. All doors at Library branches must be secured.
1.7.4 Occupancy Limits
By order of the Fire Marshall, occupancy is limited as follows:
Light refreshments of coffee, punch, tea, cookies, candy, cake and similar items are permitted. No meals may be served.
Clean up is the responsibility of the group.
The Library does not provide coffeepots, kitchen equipment, utensils, paper products, table skirts, office services, equipment or other supplies.
Groups are responsible for loading and unloading their own program materials.
The Library is unable to guarantee parking for meeting attendees.
Smoking and alcoholic beverages are prohibited.