Meeting Room Policy
2024 Meeting Room Applications will be accepted starting October 1, 2023.
If you already know what to do, fill out the Meeting Room Application and submit your request to the circulation desk or email to email@example.com. If you are new to our Meeting Rooms, read the following policy and instructions. Staff is always happy to help with any questions you may have or happy to walk you through the process.
The Schertz Public Library welcomes public use of its meeting rooms for library and community activities. Meeting rooms are provided as a service to the public. We encourage those using the rooms to be respectful of the room and its contents in order to ensure the continuation of this service.
Public use of library meeting rooms is subject to availability and compliance with the terms of this policy. When the meeting rooms are not being used by the Library or library-sponsored or co-sponsored events, the space will be made available to the public on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.
This policy does not apply to the use of the meeting rooms by the Schertz Public Library or City of Schertz or programs sponsored or co-sponsored by the Library or the City.
USE OF LIBRARY MEETING ROOMS
- All applicants for meeting room use must have a valid Schertz Public Library card.
- Meeting room usage is free to residents of the City of Schertz and residents of any governmental entity with which the City of Schertz has entered into an Interlocal Agreement to provide library service. All other persons are required to pay a meeting room rental fee of $50.00 per 4 hour block of time. Final determination regarding eligibility for free usage of library meeting rooms rests with the Library Director.
- Meeting rooms at the Schertz Public Library are designed to meet general informational, educational, cultural, and civic needs. No commercial, sales, or profit-making uses of the meeting rooms are allowed, nor can the rooms be used for private parties. Acceptable usage of the Library’s meeting rooms includes, but is not limited to:
- Library-sponsored activities and programs
- Displays, exhibits or film-viewing
- City of Schertz programs and meetings
- Civic, cultural, educational and informational programs and workshops
- Meetings for community service organizations and other civic, recreational, or educational groups
- Non-partisan political events such as public forums open to all candidates or town hall meetings held by current elected officials
- Religious study groups
- Unacceptable usage of the Library’s meeting rooms includes, but is not limited to:
- Meetings that directly support a political issue or candidate
- Political campaign events
- Weddings and/or showers
- Family reunions
- Individual and private parties
- Commercial uses, i.e. where personal or business profits are the chief aim of the meeting or event
- Religious services
- Use of the Library’s meeting rooms does not constitute Library or City of Schertz endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsements are not permitted. Public meetings and events held in the Library are not sponsored by Schertz Public Library unless agreement to such sponsorship, or co-sponsorship, has been provided in writing by Library Administration prior to scheduling of the meeting room. Unless sponsored or co-sponsored by the Library, publicity for public events held in the Library must not imply sponsorship by, or affiliation with, the Library and must contain the statement, “This event is not sponsored by the Schertz Public Library.” A sample of the literature must be received prior to distribution for approval by Library Administration.
- Although the Library will make every effort to avoid scheduling library-sponsored events which conflict with previously scheduled public uses of the meeting room, in the event that such conflicts arise, Library use will supersede public use.
- Library staff retains the right to attend or observe any meetings or events to ensure compliance with this policy.
- With the exception of library-sponsored or co-sponsored events, no fees or donations may be solicited or collected for admission to, or participation in, any such program, meeting or event, nor may any sales be conducted, or any business conducted which is entrepreneurial in nature or intended to realize profit for the sponsoring individual, group, or organization.
- Children must be supervised by an adult at all times. In accordance with the Library’s Unattended Child Policy, children may not be left unattended in the Library while parents attend meetings. Groups using the meeting rooms which include minors must be supervised by at least one responsible adult 18 years of age or older. The responsible adult must apply for, sign and take responsibility for the reservation.
- Sponsoring individuals and organizations agree to and shall indemnify, defend and hold harmless the City of Schertz and its appointed officials, boards, committees, agents and employees (collectively, the “City”) against all suits, actions, demands, damages, and expenses of any nature which may be brought or made against the City or which the City may pay, sustain, or incur by reason of the use of library facilities by sponsoring individuals or organizations.
- Library Administration is authorized to determine the appropriate use of the rooms and may deny use upon violation of any policy, rule or procedure. Persons or groups refused the use of the meeting rooms or persons or groups whose privileges to use the meeting rooms have been revoked, shall be informed of the right to appeal in writing to the Library Advisory Board. Such appeals must be submitted in writing to the Library Advisory Board within 10 days after notice of the refusal to use the meeting rooms or the revocation of use of the meeting rooms.
SCHEDULING AND RESERVING LIBRARY MEETING ROOMS
- Requests for use of a meeting room may be made in person, by telephone, by email or in writing. Requests will be honored on a first-come, first-served basis.
- An adult (18 years of age or older) representative of the group must complete and sign the Meeting Room Application and pay any fees owed. Applicants should not assume that a reservation is approved upon submission of the application—meeting room reservations are only considered confirmed upon approval by library staff assigned to manage meeting room scheduling. Applicants will be contacted once the application is reviewed and approved by staff.
- Tentative reservation requests can be made but if the Meeting Room Application is not received within 48 hours of the initial request for a meeting room, the tentative booking will be released.
- Applicants are responsible for making sure a reservation is confirmed.
- Meeting room agreements must be fully executed and rental fees, if applicable, must be paid prior to the use of the room. Whenever possible, meeting room reservations should be made at least one week in advance of the requested use date.
- Reservations may be made only for the current calendar year, except during November and December when reservations may be made for the first two months of the following year.
- In order to provide an opportunity for all to use the meeting rooms, usage will be limited to 12 times per calendar year per individual or group.
- The library is not able to guarantee that a particular time slot will continue to be available to any group.
- A group forfeits its reservation if the group fails to appear by 30 minutes past its scheduled time.
- Notice of cancellation should be made as soon as possible, preferably at least 3 days prior to scheduled use. If an individual or group fails to show for two consecutive meetings without notifying the Library, all future reservations are forfeited until the individual or group calls to reschedule. If an individual or group repeatedly fails to utilize a meeting room reservation without notifying the Library of the cancellation at least three days prior to the scheduled use, the Library may cancel or decline to schedule any future reservations for that individual or group. Such cancellation will be made at the determination of Library Administration.
- Meeting room use will not be scheduled before or after library hours. Events must be terminated 15 minutes before the Library closes and all meeting rooms must be completely vacated prior to the Library’s closing time. Any deviations from this must be approved by the Library Director. A $25.00 per hour fee will be charged to the library card of the person responsible for making the reservation if staff is kept after scheduled library hours.
- Groups may not assign their reservations to other groups.
- The Library reserves the right to reschedule confirmed meeting room reservations to accommodate library-sponsored or co-sponsored meetings or programs. However, every effort will be made to avoid such conflicts and/or to offer alternative options when they arise.
- Although the Library will make every effort to avoid changing a group’s specific room reservation, the Library may at its discretion move meetings from one room to another in response to unexpected circumstances or events, or to changes in the number of people in attendance.
- The Library reserves the right to cancel a reservation in the case of an emergency closing. A full refund of any paid fees will be provided.
- Inclusion of false information in the Meeting Room Application will result in automatic and immediate revocation of permission.
CARE AND USE OF LIBRARY MEETING ROOMS
- Public use of meeting rooms may not interfere with the Library’s operation or disturb other library users. Meeting room users must observe the Library Patron Conduct Policy and all other library policies.
- No group may enter the library building outside the Library’s regular operating hours. Public entrances are to be used for all access to and from the building.
- Meeting rooms will be opened for the responsible person(s) listed on the Meeting Room Application ONLY. Library staff will conduct a pre-inspection of the room at that time.
- Meeting room users are responsible for handling contact and registration for their own meetings or events. The library telephone number or email address may not be used as a contact for the meeting. Library staff will not handle registration or answer questions concerning an individual’s or group’s use of the meeting rooms.
- Nothing is to be taped, tacked, stapled or otherwise adhered to any wall in the meeting rooms.
- Meeting rooms and other library spaces must be left in their original condition—neat, clean, and undamaged. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting. Furniture and/or equipment from the main area of the Library may not be brought into the meeting rooms. Excessive amounts of trash beyond the capacity of trash receptacles provided in the meeting rooms must be removed by the room user.
- The individual who signs the Meeting Room Application, as well as the membership of the group as a whole, will be held responsible for any and all losses or damages that may occur as a result of the use of a meeting room. The cost to clean or repair any library equipment, furniture, facility, or grounds damaged during their usage of a meeting room will be applied to the library account of the person who signs the Meeting Room Application. Cleaning costs will be applied per the Library’s adopted fee schedule. Meeting rooms shall be inspected and secured by library staff before departure of a group.
- Groups are responsible for their own set-up, break-down and clean-up within the time scheduled for usage.
- Personal furniture or equipment may be provided by a group with prior approval only. Arrangement for the use of any personal furniture or equipment should be made at scheduling time.
- The Library assumes no responsibility for damages or theft to a group’s equipment or items brought into the meeting rooms or left in the building or on the grounds by users. The Library is not able to provide storage space for personal effects, supplies or equipment before, after or between uses. The Library will not accept deliveries on behalf of the group. Items left in the meeting rooms will be moved to lost & found or discarded.
- The Library cannot provide any electronic equipment in the meeting rooms other than the remote and cables used to connect to the projector, nor can staff provide instruction or troubleshooting for personal computers, electronic, or communication equipment brought to the Library by room users. The Library assumes no responsibility for damages or theft to such equipment.
- Smoking, open flames, burning incense, lit candles, and cooking equipment that may pose a danger of fire are prohibited at all times. Per Ordinance No. 11-M-06 “Smoking in Public Places,” smoking is defined as the carrying or holding of a lighted pipe, cigar, or cigarette of any kind, or any other lighted smoking equipment or device, or the lighting of, emitting,or exhaling the smoke of a pipe, cigar, or cigarette of any kind.
- Alcoholic beverages are not allowed in any meeting room. Kitchen facilities, equipment or supplies such as cups, containers, coffee makers, etc. will not be provided by the Library. Refreshments are limited to light refreshments only. All trash resulting from the serving of refreshments must be removed by the reserving organization.
- Users shall not distribute personal or group literature, brochures and other materials to library patrons outside of the meeting room in the library building. Persons or groups using the meeting rooms shall not leave printed materials on library property without prior approval of Library Administration in accordance with Library Policy.
- Attendance at meetings will be limited to the capacity of the individual meeting rooms as listed below. Seating and/or supplementary furniture are not allowed in entry ways or aisle ways outside the meeting rooms.
Meeting Room 1 capacity: 48 theater style with chairs only or 20 conference style with 10 tables. 2 chairs per table
Meeting Room 2 capacity: 40 theater style with chairs only or 16 conference style with 8 tables, 2 chairs per table
Updated May 21, 2016
Revision adopted by Library Board February 3, 2014
Original policy adopted September 14, 2009
Original policy created August 25, 2009