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meeting room policy
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MEETING ROOM POLICY
The Cary Area Public Library District makes its meeting rooms available, but neither approves nor disapproves of any viewpoint expressed by the users of the meeting rooms. The Library does not endorse any goods or services, makes no representation as to the accuracy of the information, and assumes no liability for the quality or safety of any goods or services which may be the subject of the meetings. When the meeting rooms are not being used by the Library or the Friends of the Library, then the Library will open the space to all persons or groups for meetings for purposes consistent with the Library's Policy Manual. The following policy for use shall apply to all users except for the Library and the Friends of the Library.
USE OF FACILITY
A. Reservations may be made no more than six months in advance. Reservations will be taken in the
following order: Library sponsored programs and meetings; Library related programs and meetings,
including the Friends of the Library; not-for-profit community groups and organizations; and for-profit
community groups and organizations. Advance notice of forty-eight hours is required if an event is
cancelled.
B. Rooms may be reserved six times in a six-month period, not to exceed once per month. The person
making the reservation must be a Cary Area library cardholder, at least 18 years old. The person who
reserves the room will receive a copy of the meeting room policy, procedures and fee schedule.
C. Facilities will not be made available for meetings where admission is charged or money raised and
will not be available for private parties. The exchange of money for goods or services is prohibited on the
Library premises, except by the Library or the Friends of the Library.
D. Babysitting service for children ofpersons attending meetings is not provided by the Library.
Unattended children may not be sent to other areas of the library while their parents or guardians are
attending a meeting or program.
E. The Library will post a sign in all the meeting rooms with a disclaimer stating that the Library does
not endorse any goods or services, makes no representation as to the accuracy of the information, and
assumes no liability for the quality or safety of any goods or services which may be the subject of
meetings. All meetings shall be open to the public.
F. Publicity is the responsibility of any group reserving the meeting room. If requested, the library will
post publicity on the library's lobby bulletin board, providing it conforms to the library's Displays and
Exhibits policy. The sponsoring group must be identified on all publicity displayed or published.
Publicity may not carry the library's telephone number.
G. If light refreshments are to be served, the Library must be informed at the time the reservation
is made. No alcoholic beverages may be served. Rooms should be left neat and clean and ready
for the next scheduled group. A custodial fee may be charged for cleanup. Fees will be charged to the
library card of the person who reserved the room (see fee schedule).
H. Groups reserving the meeting room may be responsible for setting up the meeting room for their
program. When possible, library staff will set up the room, otherwise the group will be responsible for
setting up the room for their program.
I. The use of meeting rooms shall conform to all local, state or federal laws. State law prohibits smoking
in public facilities.
J. Users shall assume responsibility for cleaning up and for any damage to Library property or the
facility. The Library may assess charges for damage or cleaning. Fees will be charged to the library card
of the person who reserved the room (see fee schedule). The Library assumes no responsibility for
personal belongings.
K. The Library expects organizations to be considerate oflibrary patrons and activities. The Library
Director or her/his designee has the power to terminate any meeting disruptive to Library operations.
L. The Meeting room may only be used for candidate forums when the following conditions are met:
a) all candidates are invited to attend
b) the forum is sponsored by a non-partisan group
c) all candidates for the particular office must agree in writing to attend the forum or indicate in
writing that they do not oppose the forum being held even though they are unable to attend.
All of the above criteria are required at the time of application.
M. For meetings outside normal operating hours, a charge will be imposed and will be payable at the
time ofreservation (see fee schedule).
N. Deviations from the above policies will jeopardize future access to the facilities.
O. All reservations are subject to the approval of the Library Director or her/his designee.
PROCEDURE
1. Reservations will be accepted according to the following schedule:
a. February through May applications will be accepted starting January 2nd
b. June through August applications will be accepted starting May 1st
c. September through January applications will be accepted starting August 1st
2. The meeting room is available from:
a. 9:00 a.m, to 8:30 p.m. Monday through Thursday
b. 9:00 a.m. to 4:30 p.m. Friday and Saturday
c. 1:00 p.m. to 3:30 p.m. Sunday (The Library is closed on Sundays in June, July and
August.)
3. The room may be requested for an additional meeting with 48 hours notice based on availability
and library administration confirmation.