Meeting Room Use Policy

Policy Owner(s): Director of Public Services — Operations

PURPOSE

As part of its service to the community, the King County Library System (KCLS) provides meeting rooms for use by local community groups and organizations. This policy ensures that KCLS meeting rooms are available for gatherings, the primary purpose or nature of which is civic, cultural, educational and/or of community-interest. Meeting room use will not be denied to any person or organization because of race, creed or color.

STATEMENT OF POLICY

The following rules govern the use of KCLS meeting rooms:

•    All meetings must be open to the public at no charge and may not be restricted to any particular group.

•    No products or services may be advertised, solicited or sold, with the exception of books and other resources sold at library-sponsored or related events.

•    No fundraising programs may be held in the meeting room except for library-sponsored events, such as the Friends of the Library book sales.

•    Fees to cover the cost of study materials used in classes, workshops, conferences and similar events can be collected by non-profit and governmental organizations; however, the purchase of study materials may not be a requirement for attendance and/or registration. Permission must be obtained in advance through the local library management.

•    Reservations for meeting room space are on a first-come, first-served basis. Library-sponsored programs will have preference.

•    Reservations can be made for the up to 12 weeks in advance. Library buildings that are owned jointly by KCLS and another entity (e.g. Burien Library and City Hall) may have additional guidelines and/or limitations.

•    Groups are limited to reserving a meeting room once per month. To ensure that meeting rooms are available to a variety of groups, KCLS libraries may limit room use for particular organizations if abuse or non-compliance is detected, or if similar types of organizations are using rooms with such frequency that equitable use is in question.

•    Library meeting rooms are only available during open hours, with the exception of rooms used for elections and library-sponsored programs. Service Center meeting rooms are available outside of normal business hours.

•    Groups may not advertise that meetings are sponsored, co-sponsored or approved by the library, unless written permission is previously given by local library management.

•    Meeting room applications are reviewed by library staff to ensure they adhere to KCLS policy. Local library management has the authority to accept or reject requests for use of the meeting room(s).

•    KCLS will not provide storage of materials for any group.

•    Groups are responsible for taking care of the meeting room and are held responsible for any damage incurred. After using a meeting room, chairs must be stacked. If food is served, utensils must be washed, garbage disposed of and the kitchenette cleaned.

•    Alcoholic beverages may not be served or consumed on library property, except at KCLS-sponsored adult programming, special events hosted by the KCLS Foundation, Friends of the Library groups or library-related organizations (e.g. professional library associations). These groups must obtain written permission to serve alcoholic beverages in advance by local library management and must also notify KCLS Administration.

•    Groups must provide any necessary meeting equipment that is not available at the library. KCLS provides access to wireless Internet access for patrons to use with their own devices.

•    Attendance must not exceed the posted capacity of the meeting room. Small groups may be asked to move to a smaller room if one is available.

•    Groups must provide Americans with Disabilities Act (ADA) accommodations when requested.

•    Groups will notify the library 24 hours before a meeting if it must be canceled.

•    Any use of the meeting room that disturbs regular library operations is not permitted.

Failure to comply with these rules will result in withdrawal of room reservation privileges.

The KCLS Board of Trustees delegates to the Library Director or his/her designee the authority to develop and implement procedures and practices that carry out the provisions of this policy. If permission for the use of the meeting room is denied, the applicant may appeal to the Director of Public Services — Operations. If that appeal is denied and the applicant is dissatisfied with the reasons offered, the applicant may appeal to the Library Director.

DEFINITIONS (if applicable)

•    Sales: Any wholesale, retail, service or similar activity that could result in the exchange of money or offer monetary gain to the person(s) distributing the product or service.

•    Solicitation: The act of requesting money, credit, goods or merchandise for any purposes.

SEE ALSO…

•    Rules of Conduct
•    Special Use of Library Facilities & Grounds