As part of service to the community, the St. Charles City-County Library District provides meeting rooms for use by local community groups and organizations.
HOW TO RESERVE A MEETING ROOM
- A valid library card in good standing is required to reserve a meeting room.
- Requests for the use of a meeting room may be made by using the library’s online reservation system, or by contacting the branch where the meeting room is located. Reservations are accepted on a first-come, first-served basis. You must be 16 years of age or older to reserve a library meeting room.
- Groups may reserve meeting rooms for use during the current month and/or the following month. Under normal circumstances, a group may not book a meeting room more than one time in a 28 day period.
- Meetings must be scheduled 72 hours in advance. If you need to schedule a room with 72 hours notice or less, please contact the library directly.
- Meeting room reservations must be cancelled as early as possible. You will need the reservation Confirmation # to cancel. If you do not have the confirmation #, please contact the staff at the branch. Click here to cancel a reservation.
Please click the box to the right to indicate that you have
read and accept the terms set forth in the Library District's
Meeting Room Policy.
MEETING ROOM - Policy #250
St. Charles City-County Library District offers a variety of public meeting spaces in its branches, including multi-purpose rooms, small group and study rooms, and the Houck Professional Rooms at the Spencer Road Branch. The purpose of this policy is to insure an orderly, peaceful and efficient use of all library meeting rooms to accommodate and provide equal access for library customers.
Meeting Rooms are designed to support the community by providing businesses, nonprofit organizations, community groups, and individuals with access to semiprivate common use work space. Personal events, including but not limited to birthday parties, play groups, wedding receptions, and reunions are not considered appropriate use of Library District Meeting Rooms.
A valid library card in good standing is required for the reservation of Library meeting rooms.
The Library District reserves the right to adjust room assignments based on scheduling needs. Library District sponsored programs shall receive priority in the event of a scheduling conflict.
Customers using the meeting facilities will hold harmless the Library District, and its partner agencies, for injuries and accidents as a result of carelessness.
Due to the public nature of Meeting Rooms, reservation requests shall not be protected as Library User Records, as described in Library Policy C280, but treated as public documents.
Library staff reserves the right to enter all meetings held in Library District facilities.
Unless specifically outlined above, all Library District policies shall apply to the use of the Meeting Rooms.
When conflicts arise from the proposed use of the Library District’s Meeting Rooms, the Board of Trustees of the St. Charles City-County Library District shall have the final authority in granting or refusing permission for use of the rooms.
To aid in the implementation of this policy, meeting room rules and procedures governing the use of meeting rooms will be maintained by Library District administrators.
(Approved 12/12/2011) (Modified 5/14/2013, 9/8/2015, effective 10/1/2015)
MEETING ROOM RULES OF USE
- All meetings held in Library Meeting Rooms shall be open to the public, except that a public governmental body may hold a closed session pursuant to the provisions of RSMo 610.
- Normally fees or collections for admission may not be charged. Educational programs, including those conducted by the Library District and its partner agencies, may assess cost recovery fees.
- Meeting Rooms may not be used for commercial purposes, (i.e., sale of goods or services, executing fee-for-service agreements, etc.). Programs listed as informational, educational, or instructional must remain so, and presenters shall make no solicitation of attendees to secure clients for their commercial purpose.
- Purposes or views of customers reserving Library District Meeting Rooms shall in no way be announced or advertised so as to suggest that the organization’s mission or views are endorsed by the Library District. Publicly distributed marketing materials for any program held in a Library District meeting room must include the language, "This program is not affiliated with or sponsored by the St. Charles City-County Library District ".
- All meetings must be conducted in a quiet, orderly manner.
- In accordance with Library Policy C260, parents may not leave children unattended while using the meeting room facilities.
- Non-alcoholic drinks and light refreshments may be served, so long as the premises are left clean and orderly.
- Meeting Room furniture must be returned to its original position and the room left in clean condition (e.g. the sink area and tables are clean, the coffee pot is cleaned and unplugged, etc.). Meeting Room set up/break down is the responsibility of the group using the room.
- Customers using the Meeting Rooms shall be assessed for damage and the need for excessive cleaning. The use of tacks and permanent tape is prohibited.
- The Library District assumes no responsibility for items left on the premises.
- Meeting Rooms may only be used during hours when the staff are regularly on duty and must be vacated 15 minutes before the close of the facility. The use of meeting rooms as polling places during public elections shall be exempt from this provision.
- A failure to abide by these rules may result in restricted access to library Meeting Rooms.
- A library card in good standing is required to reserve or use a meeting room.
- Applications for the use of a Meeting Room may be made through the Library District’s website. Library customers applying for the use of a meeting room within 72 hours or less of the meeting time should contact library branch directly.
- A responsible person must be a minimum of 16 years of age to reserve a Meeting Room. The responsible person must be present at all times during the use of the room.
- If the responsible person is not present within 10 minutes of the room reservation, the reservation will be canceled. In the event that a room reservation has been canceled, the room will be made available to other customers.
- Organizations are required to notify the Library District of a reservation cancellation 24 hours in advance of the date of the reservation.
- Multipurpose Meeting Rooms may only be reserved for meetings which have an anticipated attendance of 4 or more persons.
- Multipurpose Meeting Rooms may be reserved for use during the current month and/or the following month and may not be booked more than one time in a 28 day period for the same group or entity.
- Where equipment is present, use of multimedia hardware shall be made available, provided a request is made in the room reservation application. Use of multimedia hardware may require advance instructional training.
Houck Professional Rooms at Spencer Road Branch Library
- The Houck Professional Rooms may be reserved for use during the current month and/or the following month. Rooms may not be booked more than one time in a 28 day period for the same group or entity. Library customers wishing to reserve the Houck Professional Rooms up to 3 months in advance must contact branch staff directly.
- The Houck Professional Rooms may not be used for craft activities.
Small Group Rooms
- The Small Group Rooms shall be made available to individual customers and small groups in 1 or 2 hour increments dependent upon branch availability and location.
- In branch locations where online room reservations are available, Small Group Rooms may be reserved up to 14 days in advance.
- Individual customers and small groups may make 1 room reservation per 5 day period. Room reservations shall be limited to a maximum of 4 hours per party, per day.
- Library staff reserve the right to limit individual customers and small groups to a single use period during times of high customer demand.
- The Kathryn Linnemann and Corporate Parkway branches have study rooms available on a first come, first served basis.
Policy #255 - Spencer Road Branch Community Commons Meeting Rooms
Policy #256 - Spencer Road Branch Community Commons Event Rooms