Activity Room Rules & Procedures

Activity (Large Meeting) Rooms

POLICY
As a public institution dedicated to the free expression and free access to ideas presenting all points of view concerning the problems and issues of our times, all activity rooms in the Cumberland County Public Library & Information Center system are available on equal terms for the lawful activities of all groups and persons, regardless of their beliefs or affiliations.

PROCEDURES:

Reserving a Library Activity Room

Library activity rooms are available as meeting spaces without cost for public meetings, programs of general public interest or non-profit private meetings when not being used for library programs or activities. The public may reserve meeting rooms up to 60 days in advance.

• The activity rooms may be requested online for no more than three (3) times within a 60-day period.
• Rooms will only be held for thirty (30) minutes past the reservation time.
• Acceptance of a reservation is conditional upon

    • o The intended use of the room – Activity rooms are not for gatherings of a personal nature. Prohibited usage of the room include, but are not limited to, any type of worship or church service, prayer meetings or religious instruction, weddings, birthday or retirement parties, bridal or baby showers, or family reunions.
      o Graduations or special organizational events are permitted, as long as such events include some type of formal presentation or program.
      o number in attendance must remain in adherence to space availability and safety regulations
  • • All reservations are subject to approval by the location’s manager. At the discretion of the location’s manager, the manager may deny a reservation or end the usage of the room for violation of these procedures.
    • The location’s manager, in his or her discretion, may set a limit on the number of times in a month a person or organization may reserve the activity room, based on the location’s and community’s needs.
    • Activity rooms must be used during the normal operating hours of the library.
    • Early openings may be arranged at the discretion of the location’s manager based on available staff.
    Reservations are made electronically; staff will assist customers as needed.

    Appropriate use of library activity rooms:

    1. Activity rooms are not available for conducting programming or activities that are purely commercial, religious, social, or personal in nature. Examples of programs that are not allowed include, but are not limited to: birthday parties, weddings, bridal showers, family reunions, retirement parties, church services, conducting office or work-related activities of for-profit agencies or businesses.

    2. Private meetings by nonprofit groups, nonprofit member-only organizations or governmental agencies are permitted for conducting organizational meetings, seminars, study groups, planning sessions, training programs, and other related activities. It is the responsibility of the group to monitor the meeting room door in the event non-members seek entry.

    3. Activity room use must not disrupt normal library operations or the use of the library by others. Persons using the activity rooms are subject to all library rules and regulations.

    4. Non-profit groups and organizations may collect membership dues. Merchandise available from a planned speaker – such as a book or an audiotape – may be sold, however 20% of the sales must be donated to the Friends of the Library.

    5. Library staff cannot take telephone messages for any person using an activity room. Library staff cannot page a person using an activity room. Library telephones are intended for library business only.

    Limitations on and prohibited behavior in library meeting spaces:

    • No smoking is allowed in conference rooms, meeting rooms, the library lobbies or the restrooms.
    • No alcoholic beverages may be served in the library.
    • No group or member of any group may affix or attach signs, banners or fliers to any wall, ceiling or any piece of library property.
    • Except for on the persons of on-duty law enforcement officers and library security officers, no weapons of any kind are allowed in the library.
    • No admission fees may be charged for programs and activities held in meeting rooms without permission by the Director
    • Individuals or groups whose activities would tend to incite or produce imminent lawless action, or are obscene, or are obviously promoting false and misleading information, or are defamatory will not be allowed to use the library’s meeting rooms.

    Using the Activity Room:

    Groups who wish to use library-owned audiovisual equipment in meeting rooms are responsible for damage to the equipment. Groups must designate a group member to be responsible for learning how to operate the equipment prior to the meeting date.
    It is the responsibility of the person reserving the meeting room to ensure the room is clean and orderly before leaving. The library is not responsible for personal belongings left in the meeting room by users.

    Library Statement:

    The library does not discriminate on the basis of race, creed, sex, age, national origin or disability. Permission to use library meeting space (both Conference Rooms and Activity Rooms) is not an endorsement by the library staff or library Board of Trustees of the user or user’s beliefs.
    The Library reserves the right of reasonable inspection of meeting space by Library staff, County Engineer, County Building Inspectors, and the Fire Marshall.
    The library director reserves the right to deny further use of any meeting space to any individual or group who violates the library policies rules or procedures.

    In accordance with the library’s policy on activity rooms, and due to the need to balance the high demand for activity room space across multiple, competing community groups, the library is not able to accommodate requests by religious groups to use activity rooms for worship or church services.