Community Commons Event Room Policy
The Community Commons Event Rooms serve St. Charles County as a center for community engagement and development. The rooms are designed to support nonprofit, government, and community organizations by providing space for large gatherings including: special events, meetings, trainings, programs, and forums.
Outside fundraising events are not considered appropriate use of Library District Event rooms. Only those fundraising events held under the direction of the Library District shall be permitted.
Personal events, including but not limited to birthday parties, play groups, wedding receptions, and reunions are not considered appropriate use of Library District Event Rooms.
The Community Commons is a dedicated library center that emphasizes sound business practices, partnering, and collaborative activities. Its intent is to strengthen the community’s nonprofit infrastructure and improve the quality of life in St. Charles County.
The Community Commons Event Rooms are governed through a defined collaboration between the St. Charles City-County Library District (Library District) and the Community Council of St. Charles County (Community Council) with the intention of developing and overseeing the services in the Library District’s Community Commons.
In addition to Library Policy C250, the Community Council of St. Charles County shall manage the scheduling of the meeting rooms in accordance with the following regulations:
- Applications for the use of the Community Commons Event Rooms are available online at www.youranswerplace.org or by contacting the Community Council of St. Charles County or Library District directly.
- A responsible party must be a minimum eighteen (18) years of age or older to reserve a Community Commons Event Room.
- Library customers reserving a Community Commons Event Room shall pay, prior to the use of the room, a cost-recovery fee to the Library District, if applicable, established in accordance with Library Policy C251a.
- Community Commons Event Rooms may be reserved for use up to four (4) months in advance and may not be booked more than one (1) time in a ninety (90) day period for the same group or entity.
- The Library District, Library District Partners, Community Council and Members of the Community Council may make arrangements to schedule the Event Rooms up to one (1) year in advance and make multiple reservations within the same ninety (90) day period.
- Neither Library District Partners nor Members of the Community Council may excessively reserve the Event Rooms. The Community Council shall determine what is excessive based on time and day requested, and intervals between meetings. Under normal circumstances, a group may not reserve a meeting more than one (1) time in a one month period.
- Library District and Community Council sponsored programs shall receive priority in the event of a scheduling conflict.
- The Library District and Community Council reserve the right to adjust room assignments based on scheduling needs.
- If a reservation is to be cancelled, organizations are required to notify the Community Council two (2) weeks in advance. A failure to notify the Community Council of the cancellation of a reservation may result in restricted access to the Community Commons Event Rooms and the assessment of cost recovery fees associated with the use of the room.
- At the Spencer Road Branch, the Library District will require the use of a preferred caterer if any alcohol is served and for all food service with the exception of light snacks such as cookies, donuts, or bagels. The Library District shall establish and maintain a list of preferred caterers in support of this function.
- Meetings may be closed to the general public, provided that the meetings are held in compliance with RSMo 610 (the Sunshine Law). Pursuant to the provisions of RSMo 610, space will be designated within the branch for public posting of meeting times and agendas.
- In accordance with C057, Fundraising Events in Library Meeting Rooms and Event Rooms, only those fundraising events held under the direction of the Library District shall be permitted in Library District event rooms. Normally fees or collections for admission may not be charged for events held in Library District event rooms. Educational programs, including those conducted by the Library District and its partner agencies, may assess cost recovery fees.
- Community Commons Event Rooms may not be used for commercial purposes, (i.e., sale of goods or services, executing fee-for-service agreements, or securing contracts of commitment for services provided elsewhere). Public programs must be listed and presented as informational, educational, or instructional. Presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
- In accordance with Library Policy C187 the consumption of alcohol on Library District Grounds by library customers shall only be permitted at events authorized by the Library District Director.
- In accordance with Library Policy C187 the distribution or sale of alcohol on Library District grounds may only be granted to third party vendors that are licensed and insured to serve Alcohol in the state of Missouri, and are acting in compliance with all applicable county and city ordinances and regulations governing the sale or distribution of alcohol.
- The Library District will not supply event consumables and/or disposables including but not limited to: appliances, dinnerware, silverware, glassware, cups, utensils, table service, or linens.
- Limited use of designated multimedia hardware in the Community Commons Event Rooms shall be extended to Library Partners, Community Council, Members of the Community Council, and organizations booking the Event Rooms provided the need for such is identified in the application for room reservation. Refer to Attachment A for cost recovery fees for use of the multimedia hardware, training, and staff support during events.
- When using the combined Rooms 240/243 Event Rooms, groups will pay a room set-up fee (see Attachment A) and select a room arrangement from a menu of standard room configurations. By prior arrangement, groups using the Event Rooms may request a waiver of cleaning fees provided members attending the meeting perform clean-up duties.
- In accordance with Library Policy C251a, all groups serving food and/or beverages in the Library Event Rooms will be assessed a cost recovery fee for the general cleaning of the rooms. Additional fees may be assessed in the event that the rooms are not left in good order. By prior arrangement, groups using the Event Rooms may request a waiver of cleaning fees provided members attending the meeting perform clean-up duties.
- The unauthorized use of tacks, tape, paint, glitter, glue, solder, or similar products which might damage the interior of the Community Commons Event Rooms is prohibited. Only adhesives designed for the use on walls shall be permitted.
- The unauthorized use of open flames such as canned heat, gel fuels, candles, gas grills, and torches is strictly prohibited.
- Library Staff reserve the right to enter all meetings held in the Community Commons facility.
- Unless specifically outlined above, All Library District Policies shall apply to the use of the Community Commons Event Rooms.
When conflicts arise between the proposed use of the Library District’s Meeting Rooms and regulations presented in this policy, 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.