Meeting Room Policy

Individuals of groups interested in using library facilities for meetings must read the policy governing use of meeting rooms and fill out a meeting room contract.  The following is a copy of the policy and the contract:

Policy

The Davidson County Public Library System maintains meeting rooms in all five of its libraries.  These rooms are designed to meet the general needs of educational and cultural programming.  Meeting rooms are intended primarily for library programming and civic and/or community programs presented in cooperation with the libraries.

The library meeting rooms are available for other public gatherings of a civic, cultural, or educational character, but not for social gatherings, entertainment, dramatic presentations, money-raising, or commercial purposes.  These meeting rooms may be reserved for meetings where fees are charged ONLY if the libraries sponsor such meetings or an approved non-profit educational group or institution for short-term classes, institutes, discussion groups and forums.

Rooms are not available for meetings of social, political, partisan, or religious purposes; for the benefit of private individuals or commercial concerns; for the presentation of "one side only" controversial matters; or when in the judgment of the director any disorder may be likely to occur.  The rooms may not be reserved for denominational groups.  Exception is made when committees or associations affiliated with more than one church are involved.

Established nonpartisan organizations which do not endorse individual candidates or parties may be allowed, with the approval of the director, to conduct meetings in the library buildings at which current election issues will be discussed by the candidates for public office, if all candidates for the same office shall have been invited and a majority of such candidates are to appear on the program.  Any program in which non-candidates discuss current issues to be voted upon shall include reasonable and thoughtful presentations of differing views.  It is understood that he public shall be welcome at all meetings of this nature.  The fact that a group is permitted to meet at the public library does not in any way constitute an endorsement of the group's policies or beliefs.

The following regulations must be observed in using Library Meeting Rooms:

  1. Library programs receive first consideration in scheduling meeting room events.
  2. Non-library sponsored meetings may only be scheduled one month before the proposed meeting date.  For groups who meet on a continuous schedule, these groups will be allowed to schedule up to six months at a time.  The library will try to notify the contact person for the concerned group in advance if any changes in room scheduling are necessary.
  3. The meeting rooms may be used only during the hours the library is open.  Exceptions for educational, civic, and cultural programs may be made at the discretion of the head librarians.  When said exceptions are made, a minimum of ten people is required to warrant the expense of operating the facility.
  4. No fees, dues, or donations may be charged or solicited by the user for any program or exhibit.  All programs and exhibits shall be free.
  5. Programs and exhibits may not disrupt the use of the library by others.  Persons attending the meeting are subject to all library rules and regulations.
  6. Meeting participants should be aware that noise levels should be kept to a minimum, especially in the public areas of the library.
  7. Parents are responsible for the behavior of their children.
  8. Library facilities shall be left in a clean and orderly condition.  Users shall pay the cost for repair of any damages to facilities.  The library will not be responsible for materials or equipment left in the building by users.
  9. No additional furniture or equipment other than that furnished in the meeting room by the library is to be used without library approval.  If approval is given for use of additional furniture or equipment it must be removed at the end of the meeting.  All library meeting room furniture should be returned to its proper place.
  10. Tape, thumbtacks, and nails may not be used on the walls of the meting and conference rooms.
  11. All requests for use of the meeting rooms will be submitted on an Application for the Use of the Meeting Rooms to the head of the library in which the meeting room is located and updated annually.  Forms may be obtained at individual libraries.
  12. The contact person for each organization is responsible for ensuring that each member of his or her group is aware of and abides by these regulations.
  13. The contact person agrees to notify a library staff member of the number of persons who attend the scheduled meeting.
  14. Granting permission to use the library facilities does not constitute an endorsement by the library staff or board of trustees.