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Policy: Use of Meeting Rooms in Blair Library

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A. Overview

The purpose of the Library’s meeting rooms is to provide space for library programs and events, to fulfill the Library’s role as a community center where the public can attend informational, educational, cultural, and civic events, and to champion the principle of intellectual freedom by providing a forum for the exchange of ideas. The Library permits the public to use its facilities and meeting rooms when such use does not interfere with Library-sponsored programs and services.

It is the policy of the Fayetteville Public Library to provide meeting room space to Fayetteville residents, regional residents, governmental agencies, nonprofit groups, and businesses and associations. Permission to use a Library meeting room does not in any way constitute the Library’s endorsement of the group or individual’s policies or beliefs, and no claim to that effect may be used, explicitly or implicitly, in advertising. The Library neither approves nor disapproves of content, ideas, or subject matter presented in meeting rooms, and does not accept responsibility for ensuring accuracy or that all points of view are represented.

Use of the Library’s meeting rooms and other spaces must meet the policies approved by the Library’s Board of Trustees; any activities that are inconsistent with these policies will be denied or terminated. This policy shall be administered by the Executive Director, or their designees, who are authorized to make any exceptions to this policy when in the best interest of the public and the Library. The Fayetteville Public Library and the Board of Trustees are not responsible for accidents, injury, or loss of individual property while using the meeting rooms. Any exceptions to this policy must be agreed to in writing.

B. Meeting rooms available
  1. Willard and Pat Walker Community Room
  2. Art and Movement Room
  3. Ann Henry Board Room
  4. First Security Bank Board Room
  5. 301 Board Room
  6. Other spaces are available with approval from the Executive Director
C. Library rights & requirements

  1. The Library reserves the right to change or cancel reservations for meeting rooms. If changes or cancellations are necessary, the Library will provide the affected group with as much notice as possible.

  2. The Library reserves the right to publish a list of meetings taking place in its meeting rooms, place a sign announcing the name of the group and the time it is meeting, move groups to a smaller, larger, or more appropriate room, when applicable, based on attendance projections, and require changes in reservations due to conflicts with Library programs.

  3. The Library requires prior notice and approval for any needed assistance from Library staff.

  4. Library personnel will have open access to meeting rooms at all times. Failure to meet this requirement may cancel the meeting and shall be grounds for denial of future use of library meeting space.

  5. When the Library closes because of an electrical or heating/cooling equipment failure, power outage, or a weather-related emergency, all efforts will be made to notify organizations scheduled to use a meeting room. During adverse weather conditions, the Library will post closing information on its website.

D. Uses not permitted

  1. Sale, marketing of goods, gaming – gambling, bingo, casinos, etc., commercial uses, e.g. bazaars, special benefit sales, retail sales, and programs designed to promote the purchase of products or services. Prior special permission to have the above items in the space to be determined by the Executive Director.

  2. Fundraising events that do not directly support Fayetteville Public Library.

  3. Social events and parties, e.g. birthdays, anniversaries, baby showers, weddings, play groups, memorial services, etc.

  4. Political rallies or lobbying supporting or opposing a specific candidate, petitioning for votes, or requesting donations.

  5. Meetings requiring or soliciting admission fee or donation.

  6. Meetings outside of library hours except with approval.

E. Responsibilities of users

  1. No organization or group using the meeting rooms will discriminate on the basis of race, color, religion, gender, gender expression, national origin, disability, marital or family status, sexual orientation, political opinions, or socioeconomic status.

  2. Those using meeting rooms are responsible for maintaining order. Appropriate conduct is expected as a condition of room use, as described in the Library’s Code of Conduct.

  3. Communicate all room set-up needs to the Events team by established deadlines. Room set-up must be requested and approved by the Events team prior to the reservation date. Room set up changes day of may incur a fee and may not be guaranteed.

  4. Nothing may be affixed to walls, flooring, woodwork, ceiling, or furniture. All decorations must have approval of the Events team.

  5. Food and beverage is not allowed in meeting rooms, prior approval is required. Walker Community Room is the exception.

  6. Light refreshments, packaged goods may be permitted in other spaces. All food must have Events team approval.

  7. No alcoholic beverages except with prior approval.

  8. No lit candles, open flames, pyrotechnics, cooking, or smoking. Prohibited materials include confetti, rice, bird seed, smoke/fog machines, silly string, use of fireworks, or glitter.

  9. Service animals as defined by the Americans with Disabilities Act (ADA) are permitted. All other animals require prior approval.

  10. No use of auxiliary lighting or special equipment without prior approval.

  11. Windows may not be covered, and doors may not be locked or obstructed, without prior approval.

  12. All meetings and set up/tear down for meetings must be held during Library hours unless prior authorization has been granted.

  13. Meetings must take place within the confines of the room.

  14. Entrances and exits must take place through the main library doors.

  15. Meeting room users must follow all applicable city codes.

  16. The client is fully responsible for assuring that sound levels during the entire reservation comply with the City of Fayetteville code, as well as staying within acceptable limits as approved by the Events team at time of booking so as not to disturb other library patrons.

  17. Abuse to a meeting room, may result in the termination of the privilege to use the Library’s meeting rooms. Matters of abuse may be defined as, but are not limited to:

    1. Damage to the room, building, or contents. The group using the room when the damage occurs, including the soiling of carpets, walls, furnishings, etc, is responsible for the cost of repair, cleaning, or replacement.

    2. Failure to follow guidelines for providing security while in the building.

    3. Failure to leave the room before or at closing time without prior approval for after-hour use.

    4. Failure to leave the room or building in a neat and clean condition.

    5. Failure to notify the Events team of meeting time changes or cancellations.

    6. Failure to pay assessed Library fees.

    7. Failure to adhere to Library policies.

F. Charges for use of meeting rooms

  1. All groups using Library facilities are subject to the Library’s meeting room fee schedule.

  2. Rental payment is due with a signed contract as well as a damage deposit, if applicable, no less than 30 days prior to event. A late event request with less than 30 days’ notice may be subject to additional charges, and deposit and payment are due upon execution of the agreement.

  3. The Library reserves the right to charge a cleaning fee, deposit, and/or require liability insurance for use of its meeting rooms.

  4. The Library reserves the right to charge for technical support, use of equipment, and room set-up fees for layouts differing from those choices provided by the Library.

  5. AV set-up fees do not imply nor does the Library accept any responsibility for the clients’ proper use of or the condition of any AV equipment provided by the Library, such as a computer, projector, media players, etc. The Library is not liable for any damage or loss of the renters’ own software or hardware when used in a meeting room, nor is it responsible for the failure of the renter to operate any DVD, video, CD, computer program, etc. when using Library equipment.

  6. Access to public Wi-Fi and parking is included in the room rental fee.

G. Cancellations

  1. Cancellations made 30 days or more prior to the event date will receive a full refund of the rental fee. Notice of cancellation must be submitted in writing via email.

  2. Cancellations made between 29 and 7 days before the event date will receive 50% of the rental fee refunded. Notice of cancellation must be submitted in writing via email.

  3. Cancellations made within 7 days of the event date will not receive a refund and will forfeit the deposit, if applicable.

  4. Two no-shows for reservations will result in the cancellation of all other meetings for the year.

  5. Postponements or reschedules: In the event of an unforeseen circumstance, the client may reschedule or postpone the event to another date within a span of six months from the original scheduled date with no penalty, dependent on event space availability.

H. Procedure for booking a meeting room

  1. Reservations are honored on a first-come, first-served basis. A reservation is not confirmed until all required paperwork is completed and approved by the events team and all deposits are paid in full.

  2. If different than the default setup, the room setup diagram must be submitted to the Events team a minimum of 15 days before the event.

  3. Individuals booking the rooms listed on page 1 of this policy must be at least 18 years old.

  4. Clients must designate one individual as a contact person. That person is responsible for scheduling and supervising the activities of the group. Clients must complete required paperwork and make any required deposits or payments before a reservation is confirmed. The name of the authorizing individual, sponsoring organization, and contact person are required at the time of booking.

  5. For optimal use of the library’s AV systems, use of FPL equipment (including laptops) is recommended and available. Please see the library’s website for a complete list of available equipment. It is the responsibility of these groups to request the equipment at the time the room is scheduled. Charges for damaged equipment or software will be billed to the authorizing individual or sponsoring organization.

  6. Advance booking is as follows:

    1. Reservations can be made up to 12 months in advance for the meeting rooms.

    2. Groups meeting once a month can reserve for a 12-month period. Groups meeting more than once a month can reserve for periods up to 6 months.

    3. Rooms are not reserved until the booking has been approved by the Events team.

I. Procedure for day of meeting

  1. Prior to the start of the meeting, the group representative must check-in at the service desk closest to the meeting room.

  2. Groups must use the room for the purpose stated on the contract. Any changes must be approved by the Events team prior to the reservation date. Occupancy may not exceed the stated limit.

  3. The Fayetteville Public Library asks clients to “clean as they go” during their events. The Library will provide clients with trash and recycling bins, the number of which will be determined by the anticipated number of guests at the event. Basic cleaning supplies will be supplied by the Library. Clients should recycle where possible. When events are finished, rooms must be returned to their pre-meeting condition, i.e. neat, clean and with tables and chairs as originally laid out.

  4. Meeting rooms must be vacated at Library closing time unless prior arrangements have been made. All room straightening and clean-up must be completed prior to Library closing time. Additional fees may apply for extra staff time.

  5. The group representative must check out at the end of each meeting at the closest service desk and report any damage to the room, carpet, doors, furniture, or equipment, etc. A Library staff member will inspect the room for cleanliness and damage.

  6. Clients may be charged for any items remaining after agreed rental timeframe

J. Written Notifications

  1. Any written notification required under this policy must be provided to the Library’s Events staff. Written notifications may be submitted via email to the Events team or delivered in person to the Events staff at the Fayetteville Public Library during regular business hours.

Code KV

Date 6/21/04

Date Revised 8/16/04; 9/3/04; 10/6/04; 12/19/05; 1/16/06; 9/18/06; 8/20/07; 02/14/08(D); 2/16/09; 10/17/16; 12/8/20(D); 7/27/23 (D); 11/30/23 (D); 06/14/26 (D)