Arlington Public Library Meeting Room Policy

You can now see the library systems meeting room schedule, availability, and make your own room reservation request online.  Click here to make your room reservation request online.

You may still place your reservation via fax, mail or hand delivery using the Meeting Room Reservation Form in pdf format

All request are subject to final approval.

Print Meeting Room Policy pdf format  

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The meeting rooms in all Arlington Public Libraries facilities are primarily for the use of the Library System for programs that promote library services, or by the City of Arlington for City sponsored events. 

When a meeting room is not in use by the Library or a City department, the meeting rooms are available on a first come, first served basis to groups and organizations as specified in this document.  These uses are scheduled by a completed application, accompanied with a check covering the application- processing fee when applicable.

Use of the Library’s meeting rooms does not constitute Library or City of Arlington endorsement or approval of viewpoints expressed by participants in the program.  Advertisements or announcements implying such endorsement are not permitted. 

1.         Meeting rooms of the Arlington Public Library are designed to meet general informational, educational, cultural, and civic purposes.

2.         Under the following guidelines, Library meeting rooms are available at times and locations that do not conflict with daily operations of the library:

·         Payment of a $20.00 per application processing fee (waived for non-profit groups with proof of non-profit status)

·         All meetings are open to the public

·         No admission is charged for those attending the meeting

·         No sale of goods or services nor the solicitation for future sales or services will be permitted without prior Library Administration approval.  "Solicitation" is any act or attempt to advertise, market, or sell any product or service or to seek membership in any organization, or to obtain a donation/contribution.  Public property, such as City of Arlington buildings, facilities, parking lots, grounds and other real property, is held in trust for the public.  It is to be used for governmental and public purposes and governmental property is not to be used for private gain.

3.         Acceptable usage of the Library’s meeting rooms includes:

·         Library sponsored activities and programs

·         City of Arlington Department programs and meetings

·         Civic, cultural, educational and informational programs

4.         Library public meeting rooms are not available for the following uses:

·         Political campaign purposes (political forums are permitted)

·         Religious services

·         Weddings and/or Showers

·         Family Reunions

·         Individual and private parties

·         Banquets

·         Dances

5.       The following restrictions are applicable:

·         Per the City of Arlington Fire Department, attendees may not exceed the posted occupancy load for the meeting room as established by the City of Arlington Fire Marshal.

·         Facility users are responsible for checking for posted fire exits and evacuation procedures.

·         The Library reserves the right to cancel a reservation in the case of an emergency closing.  A full refund of the processing fee will be provided.

6.      Usage of any library facility phone number as a contact phone number for the meeting/event scheduled, including but not limited to written, verbal, or internet, to promotion of the event is prohibited without prior approval by Library Administration. 

7.      Prior to the use of any Library meeting room, Library Administration must approve any signage, decorations, or literature to be displayed in the meeting room for compliance with the meeting room policy. No signage may be affixed to the walls, woodwork, ceiling or furniture.  Decorating is permitted, but certain types of decorations are prohibited.  Restrictions include, but are not limited to:

a.      Confetti

b.      Burning Candles or incense, any type of open flame

c.      Decorations incorporating metallic glitter

d.      Nails, thumbtacks or staples on any room surface

e.      Tape on walls, ceilings and woodwork

8.      All decorations and displays should be removed at the conclusion of the meeting.

9.      Some equipment is available for public use, but users will be held responsible for any reasonable repair or replacement costs for damaged or destroyed equipment.  Not all locations have the same items available for use, nor will equipment be transferred from one location to another.  See application for equipment available.  Assistance with audio visual, internet access, and PC hardware/software is unavailable on items not supplied by the library.

10.  Upon arrival, the applicant must inquire at the Public Services desk to speak with the Library Supervisor on duty to gain access to the room, furniture, and all equipment requested.

11.  The applicant and/or organization is responsible for any and all damages to the meeting room and/or equipment. Library property stored in the meeting rooms shall not be removed or transferred to other areas.

12.  The Arlington Public Library reserves the right to revoke a reservation if the program or gathering is disruptive to the Library’s normal course of business or is in violation of the adopted Rules Governing the Use of the Library.

13.  Meetings will not generally be scheduled before or after Library hours. Group representatives may not enter Library buildings, nor will deliveries be accepted, before the regular opening time.  The applicant is provided 30 minutes prior to the meeting for setup and 30 minutes following the meeting to stack up the tables and chairs and cleanup. 

14.  Upon completion of the meeting the applicant must inspect, with the Library Supervisor on duty, the premises and/or equipment used to ensure that all resources used are in as good a condition as existed prior to usage. The meeting room must be cleaned, all tables and chairs must be neatly stacked, inspected by the Library supervisor on duty, and vacated 30 minutes before the Library's closing time.  All meeting rooms must be completely vacated prior to the Library’s closing time, unless prior arrangements have been made with the Library Supervisor.  Failure to comply with this regulation will result in forfeiture of future use of a meeting room.

15.  Any equipment, furnishings, or belongings left by the applicant or those attending the meeting, shall be removed, placed in Library’s lost and found, and discarded after 90 days.  The Library is not responsible for any items left on Library premises.  There will be no payment or replacement for items lost by the organization or those in attendance.  Insurance coverage is not provided.

 

16.  Food or beverages may be served in all public use meeting rooms.  No alcoholic beverages are allowed.  All Arlington Public Library System facilities are non-smoking.

 APPLICATION:

1.         An application for meeting room use can be submitted four ways:

·         In person

·         By fax

·         By mail

·         Online (http://www.eventkeeper.com/code/events.cfm?curOrg=arlington&curapp=rooms)

An application must be accompanied by full payment of the $20.00 application-processing fee, when applicable or proof of non-profit status.  A tentative booking securing the room for 48 hours is available for users requiring extra time to complete the process, such as those booking the room by phone.  A user may also submit the application by mail, however, no extra time will be allotted for mail delivery, and the reservation will not be considered complete until delivered to the location’s designated coordinator for meeting room reservations.  If the application and payment are not received within the 48-hour time limit, the tentative reservation will be cancelled, and the room will be considered open for other applicants.

2.         Standing reservations for monthly meetings may be scheduled for a three-month time period; weekly meetings may be scheduled for a one-month time period.  Applicants may have three active reservations at any given time within the Library system.  Applicants may reapply for use of the room upon successful completion of any meeting during the initial reservation time block.

3.         Applications for room use will be accepted up to 90 days prior to the date the room is needed.  The 90 day mark is based on the date the application is submitted.

 APPROVAL AND EXCEPTION:

The Library Director shall have final authority regarding use of Library meeting rooms and/or cancellation or discontinuance of meeting room reservations. 

Contact any library location to have the policy and application mailed or faxed upon request. 

Approved and Adopted by The Library Advisory Board 4/24/2003