Meeting Room Policy

The library meeting room is available to non-profit public gatherings of a civic, cultural, or educational nature. Requests for use of the rooms will be approved by the branch supervisor according to the following priorities:

  1.  Library sponsored or related meetings and programs.
  2.  County/town sponsored or related meetings and activities.
  3.  Community groups.

Regular library service must take precedence over all other activities and the use of the meeting room must not interfere with the operation of the library. Library meeting rooms are intended to serve the community in its broadest sense. To that end, meeting rooms may be used by local religious and political groups including individual candidates for office. Library staff will exercise their judgment to prevent any group from monopolizing this resource. Meeting room space is subject to the following regulations:

  1.  Reservations for use of the meeting room must be made with the library staff and the "Application for Meeting Room Use" form must be completed by the requestor prior to use of meeting room. The room will be assigned in order of receipt of qualified applicants.
  2.  The reservation request form must be completed by a member of the organization and the signer must be at least 18 years old.
  3.  The permit is non-transferable.
  4.  Meeting rooms shall be available on equal terms to groups engaged in lawful activities in the community.
  5.  Meeting room space may only be booked by groups and organizations. Use by individuals is not allowed unless individual use is approved by library for library related purposes like books signings/talks.
  6.  Local businesses may use the meeting room on a space available basis for non-commercial purposes such as employee training, but not for potentially commercial purposes the library deems to allow the business unfair competitive advantages.
  7.  Any organization using the meeting room after library operating hours shall be responsible for ensuring that all lights except designated security lights are turned off and the building secure after use. ANY ORGANIZATION NOT PROPERLY LOCKING DOORS, EXTINGUISHING LIGHTS, OR OTHERWISE LEAVING THE FACILITY IN IMPROPER ORDER WILL NOT BE ALLOWED USE OF THE FACILITY FOR FUTURE AFTER-HOURS EVENTS. Please refer to item #12 regarding user liability for property damages arising from their use of the facility.
  8. Community groups using the meeting room during hours the library is closed MUST arrange with the library staff to obtain a key from the library staff within a reasonable time prior to the meeting and return the key within a reasonable time after the meeting. No community group will be allowed to maintain unlimited possession of a key to the library or meeting room.
  9. No smoking or alcoholic beverages are allowed.
  10. Noise levels and activities related to meeting room use must be kept below levels at which they inconvenience other library users or the general public.
  11. The library reserves the right to monitor all meetings held on its premises and to deny permission to use the room to any group that doesn't follow the library guidelines.
  12. No admission may be charged and no sales may be conducted unless sponsored by the library or other governmental agency.
  13. The library assumes no responsibility for private property brought into the facility.
  14. The permit holder shall assume all liability for personal and/or property damages arising from their use of the facility and shall hold the library blameless on any action brought against the library as a result of their use of the facility.
  15. No cooking is allowed except light warming of prepared items. Light refreshments may be served. THE GROUP IS RESPONSIBILE FOR GENERAL CLEANUP AND GARBAGE REMOVAL.
  16. The permit holder is responsible for setting up all furniture, equipment, etc. needed for the meeting and for returning it to its original positions before leaving the facility. Library property may not be removed from the facility. Library staff will not be expected to provide materials, supplies, or other items needed by groups using the meeting room.
  17. Children and teenage groups may use the meeting room if appropriately supervised. The library staff will not baby-sit children while parents/caretakers are attending meetings.
  18. Granting permission to use library facilities does not constitute an endorsement by the library of the organization. Publicity for the event should not imply library sponsorship or affiliation.
  19. Due to differences in facilities and equipment at various branches, additional branch-specific rules may be attached to these regulations.  (Please contact specific library for branch-specific rules.)
  20. It is the responsibility of the person obtaining the permit to inform the organizational membership of all rules and regulations pertaining to meeting room use. Requestor will be given a copy of these rules and a copy of the completed "Application for Meeting Room Use" upon scheduling of meeting room.
  21. No fee is charged for meeting room use, but donations are appreciated.

Utilizing the criteria indicated above, the Branch Supervisor in consultation with the Library Director will schedule requests for use of the meeting room. The Library Board will be the final arbiter in determining the use of the meeting room in the case of an adverse decision by the Library Director. In the event of an adverse decision regarding the use of the meeting room, the library will provide a written explanation as to why the use was denied, upon written request by the organization.

Note: R.T. Arnold Library in South Hill has a Meeting Room Policy Addendum + Additional Regulations.  ***Contact R.T. Arnold Library for more information on its addendum, checklist, application, etc.

A copy of a form similar to the following will be provided for applicants to complete and sign when requesting use of the meeting room.

Mecklenburg County Public Library
Application for Meeting Room Use

Date of Request:________________

Date Room Needed:_________________Meeting Time:______________

Name of Organization:______________________

Attendance Expected____________________

Purpose or Function of Organization:_________________________________________________

Name of Individual Making Application:________________________


Phone: (Daytime)___________________


Special Equipment Needs: __________________

I am an authorized representative of the organization named above. I have read and agree to comply with the regulations for the use of the public meeting room. I accept responsibility for any damage to library or personal property and will report such damage to the staff. I shall be responsible for assuring that the room is left in the same condition as it was found.


Library Staff Approval________________