Read our entire Meeting Room Use Policies and Procedures below.
1. Community Use of Meeting Rooms
The Chatham Area Public Library welcomes the public use of Library facilities for educational, civic, and cultural uses consistent with the public interest when such use does not interfere with normal Library operations or Library sponsored activities. The booking of a meeting room does not imply library endorsement of the content and speakers of meetings held in the Library. Permission to use a facility is revocable and does not constitute a lease. The Library reserves the right to deny applications for use based on availability of space, availability of staff, frequency of use or as further outlined in the policy.
Advertisements or announcements implying such endorsement are not permitted. The Library will not be the phone/address contact for the event or activity. In making such rooms available, the Library aspires to meet the principles set forth in the American Library Association (ALA) Bill of Rights (Policy 4-10)
All meetings must be open to the public without charge. The exception is made for meetings of Library staff, Library Board of Trustees and other governmental bodies that reside within the boundaries of the Library District which may, when permitted by law, be closed to the public.
2. Meeting Room Information
- Meeting Rooms are on a first-come, first-served basis for meetings that are educational, cultural, civic, or charitable.
- Meeting must be free and open to the public , with the exception of the Library and governmental bodies that reside in the Library District.
- The sale, advertising, solicitation or promotion of products or services is not allowed in Library meeting rooms. This is waived for all Library functions.
- Meetings may only be scheduled during normal Library operations. All meetings must conclude 15 minutes prior to Library closing times.
- The representative who makes room reservation or signs the agreement will assume legal responsibility for the group.
- The representative must be present throughout the scheduled meeting or event.
- The Library is not responsible for accidents that may occur on library property for those attending programs or meetings.
- The Library is not responsible for individual or group property, not can it provide storage for property.
- Organizations using the meeting rooms will be held responsible for any accidents occurring as a result of the group’s activities.
- At the conclusion of a meeting, the room must be returned to its original condition.
3. Meeting Room Fees
Fees are based on the category of the entity renting meeting rooms.
Residents of the Chatham Area Public Library District, Community Non-Profit & Service Organizations: No Charge
Non-Resident (A majority of the participants in the group do not live in the Chatham Area Public Library District and/or the mailing address of the group is outside the Library District)
- $25.00 per hour per room minimum of 2 hours
- 2 hours - $50.00
- 4 hours - 100.00
- 6 hours - $150.00
- 8 hours - 200.00
Rooms: Gallery A, Gallery D, Gallery B&C, All Galleries, Activity Room, & Conference Room
4. Cancellations
The Library Board of Trustees is authorized to establish reasonable regulations governing use of the meeting rooms and related fees. The Library reserves the right to decline meeting room requests that do not meet the spirit of the policy.
Library programming has priority and the Library reserves the right to cancel (or relocate within the Library) any previously scheduled meeting and will give as much notice as possible to the group.
The Library reserves the right to cancel any reservation due to unforeseen circumstances, including those which reasonably cause the Library Director to view the meeting as likely to materially and substantially interfere with the proper functioning of the Library or likely to create excessive noise or a significant safety hazard.
The Library must be notified as soon as possible (24 hour notice preferred) for cancellation of a reservation. Any group that abuses the meeting room Rules for Use or does not inform the library of their cancellation shall lose the right to use the meeting rooms for a period of 60 days.
5. Rules for Use
Rooms must be left in neat, clean, orderly condition with all chairs, tables and equipment returned to their original position.
Library Staff will assist with set-up of Library equipment if indicated on agreement/online.
The use of the following: firearms, hazardous materials, tobacco products or alcoholic beverages are not permitted at any time.
No group may reassign a reserved time to another group.
Future access will be denied if the requirements are not met. A $50 cleaning fee may be assessed for cleaning or the actual cost of repairs if it is deemed necessary by the Library Director.
Library Staff are authorized to monitor the use of the meeting rooms and to enforce all policies concerning use.
6. Groups with Children
Children under the age of 14 must have adult supervision at all times. A suggested ratio is one adult for every five children. Siblings of children attending programs must also be supervised at all times by parents/guardians.
Restroom trips must be supervised by an adult.
Running and indoor gymnastics are not allowed in any area of the Library.
Children must be dismissed to a parent/guardian. Children are not to be left unattended in the Library after the group has been dismissed. Group leaders must stay until all children have been picked up by parents/guardians.