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Reserve a Meeting Room

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

  • Requests for the use of a meeting room may be made online 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 18 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.

*In order to reserve a room, you must first read and accept these rules and regulations and the Library District's Meeting Room Policy. (below)

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.

GENERAL USE OF LIBRARY DISTRICT MEETING ROOMS - Policy #250

The purpose of this policy is to insure an orderly, peaceful and efficient use of library Meeting Rooms so as to accommodate and provide equal access to library customers.

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.

Modifications of Meeting Room rules may be made for the Library District or its partner organizations. 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.

1. Purposes, objectives, or views of customers reserving Library District Meeting Rooms shall in no way be announced, advertised, or displayed so as to suggest that the organization, its mission, beliefs, or purposes are endorsed by the Library District or its partnering agencies. 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."

2. Customers shall be responsible for vacating the Meeting Rooms within the timeframe indicated in their room reservation.

3. Use of Meeting Rooms must be concluded in time to vacate the room in advance of the regularly scheduled facility closing time; typically fifteen (15) minutes before the close of the facility.

4. Meetings must be conducted in a quiet, orderly manner.

5. In accordance with Library Policy C184, customers reserving the meeting facility will insure that meeting attendees respect the common use areas of the library.

6. In accordance with Library Policy C260, parents may not leave children unattended while using the meeting room facilities.

7. All Library District facilities are smoke-free and the use of tobacco products is prohibited.

8. Light non-alcoholic drinks and refreshments may be served, so long as the premises are left clean and orderly.

9. Customers using the Meeting Rooms shall be assessed for damage to, and excessive cleaning of, Meeting Rooms. The use of tacks and permanent tape is prohibited.

10. Kitchen and food preparation facilities will not be made available to organizations using the Meeting Rooms.

11. No materials, equipment or furniture belonging to Library Customers may be stored on Library District premises. Neither the Library District, nor its partner agencies, will assume responsibility if materials, etc. are left on the premises.

12. Customers using the meeting facilities will hold harmless the Library District, and its partner agencies, for injuries and accidents as a result of carelessness.

13. 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.

14. Library staff reserves the right to enter all meetings held in Library District facilities.

15. Unless specifically outlined above, All Library District Policies shall apply to the use of the Meeting Rooms.

MULTI-PURPOSE MEETING ROOMS - Policy #252

Multipurpose Meeting Rooms are designed to support a broad array of community interests and needs by providing businesses, nonprofit organizations, and community groups with access to semiprivate open format meeting space.

Applications for the use of a Multipurpose Meeting Room may be made online through the Library District’s website or by contacting the branch where the requested meeting room is located.  The Library District requires a seventy-two (72) hour lead time for the processing of online applications.  Library customers applying the use of a meeting room within seventy-two (72) hours or less of the meeting time should contact library staff directly.  Early notification of cancellations is encouraged.

In addition to Library Policy C250, Library District staff shall manage the Multipurpose Meeting Room reservations in accordance with the following regulations:

  1. A Responsible Party must be a minimum eighteen (18) years of age or older to book a meeting in a Multipurpose Meeting Room.  A Responsible Party, eighteen (18) years or older, must be present at all times during the use of the room.
  2. Multipurpose Meeting Rooms may only be reserved for meetings which have an anticipated attendance of 4 or more persons.
  3. Individuals and small groups may make walk-in use of meeting rooms as scheduling and availability permit, provided all other provisions of this policy are met.
  4. 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 twenty-eight (28) day period for the same group or entity.
  5. Library customers shall pay, prior to use of the room, a cost-recovery fee to the Library District, established in accordance with Library Policy C251 Meeting Room Fee Schedule.
  6. All meetings held in a Multipurpose Meeting Room shall be open to the public, except that a public governmental body may hold a closed session pursuant to the provisions of RSMo 610.
  7. 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.
  8. Multipurpose Meeting 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 to services provided elsewhere).  Commercial programs listed or presented as informational, educational, or instructional must remain so, and presenters shall make no direct solicitation of attendees to secure clients or customers for their commercial purpose.
  9. Multipurpose Meeting Rooms may only be used during hours when the staff are regularly on duty, and must be concluded in time to vacate the building at the regularly scheduled closing.  The use of meeting rooms as polling places during public elections shall be exempt from this provision.
  10. Multipurpose Meeting Rooms are not available for use on Sundays (see Library Policy C286 Sunday Library Service).
  11. Library District multimedia hardware is not available for public use in the Multipurpose Meeting Rooms.
  12. Meeting Room set up/break down is the responsibility of the group using the room.  The Responsible Party of the reserving group shall insure that the Multipurpose Meeting Room is left in a clean and orderly manner as specified at the Library District location (e.g. the wet sink area and conference tables are clean, the coffee pot is cleaned and unplugged, and chairs tables are returned to the specified positions).

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.

 
 

 

Policy #251 - Meeting Room Fee Schedule

Policy #251.A - Fees Associated with Spencer Road Branch Community Commons Meeting Rooms

Policy #253 - Small Group Rooms

Policy #254 - Spencer Road Branch Houck Professional Rooms

Policy #255 - Spencer Road Branch Community Commons Meeting Rooms

Policy #256 - Spencer Road Branch Community Commons Event Rooms