Meeting Room Policy

Non-commercial Use
Because uses must be non-commercial, businesses promoting products or services for sale may not use the meeting spaces. Activities and communications engaged in or carried on to aid or facilitate the present or future generation of business revenues, including the selling, offering for sale, and solicitation for future delivery or performance of any product or service are excluded. Also excluded are informational or educational events related to the business activities of the user. For example, space is not available for investment seminars and retirement planning seminars sponsored by private businesses that provide investment or retirement planning services, whether operated on a for-profit or non-profit basis, including credit unions.

Open to the Public
Every meeting, including the meetings of neighborhood groups (e.g., a homeowners’ association), youth groups, and religious or political study groups, must be open to all members of the public, not just targeted invitees. A group that does not want its meeting to be open to all is not a suitable user for a library facility.

Board Adopted – March 30, 2006

Before requesting a Community Room reservation, read the following:

For and in consideration of the permission herein granted for the use of a library meeting room, the user accepts the following obligations:
  • To exercise reasonable care in the use of the Library’s property and indemnify and hold harmless the Library from and against any loss, damage, liability, claim or demand caused in whole or in part by negligent acts or omissions of the user. Security for meetings held outside normal library hours is the responsibility of the group using the facility and may be required if deemed necessary by library staff.
  • To use the Library’s property only for lawful purposes and in compliance with all applicable laws, regulations, or ordinances, including the attached Policy. The Library shall not be responsible for any personal injuries or property loss during use.
  • Room set up and take down is the responsibility of the group using the facility. To leave the room in the same condition in which it was accepted, and to return chairs and tables to their original arrangement (see diagram on wall). There will be an actual cost charged for any cleaning required beyond normal daily cleaning as billed to the library. To ensure that the lights, appliances and other equipment have been turned off and, if the library is closed, that the meeting room is locked and the alarm set when the group has completed its meeting.
  • If a card key has been issued, the card key must be returned in the book drop immediately after the scheduled meeting room use in the envelope provided by the library. (During library open hours, users will notify staff that the group is leaving.)
  • There is no rental fee, but there is a $50 reimbursement required when staff or security must secure a meeting room when the library is not open or extraordinary cleaning is required after a room has been used. User shall be responsible for paying any damage to library property occurring during use.
  • Community rooms may be used for non-commercial purposes only and meetings or events must be open to the public free of charge.
  • Room Reservations must be requested at least 72 hours in advance and cancelations should be made at least 3 days before the scheduled booking.
  • Reservations are subject to cancellation if the space is needed for a library use or activity.
  • No smoking inside the facility or within 20 feet of any door, window, or ventilation intake.
  • No excessive noise – noise level shall not disturb regular library activities of reading, studying and quiet contemplation nor shall it disturb residential neighbors.
  • An adult must be present at any meetings of youth under 18 years old.
  • No group may use the name of the Sacramento Public Library in their publicity, except as part of the address, unless the Library agrees in writing to co-sponsor the event/meeting.

Use of Library Facilities by Non-Library Groups and Individuals Policy

In keeping with its mission to provide open access to diverse resources and ideas that inspire learning, promote reading, and enhance community life, the Sacramento Public Library Authority permits members of the public to use library facilities, in accordance with federal and state laws and this policy, when those facilities are not in use for library purposes, library-sponsored activities and Friends of the Sacramento Public Library activities.

The Sacramento Public Library Authority makes library facilities available on an equitable basis, regardless of the beliefs or affiliations of groups or individuals requesting their use. Permission to use SPLA facilities is not endorsement or sponsorship of any group, individual, organization or event.

This policy applies to the use of any library facilities including, but not limited to, meeting rooms, bulletin boards, display cases or racks, and outdoor areas.

The following guidelines shall apply:
  1. Library facilities are open to groups and individuals engaged in community educational, cultural, intellectual or charitable activities. Library facilities and spaces may be used for non-commercial purposes only.

  2. All meetings and functions in library spaces shall be open to all members of the public, and no admission charge may be imposed.

  3. The Library Director shall establish:
    1. A list of facilities appropriate for public use and the times that each facility shall be available.

    2. Procedures for facility use that shall impose reasonable time, place and manner limits. The procedures shall be designed to encourage use of facilities by multiple diverse users and shall not discriminate on the basis of the identity of the user or the content of the user’s speech.

    3. Rules of use that shall apply equally to all users to ensure protection of public safety and Library property.

Additional policies

  • Limitation on Number of Uses:
No individual or group may use meeting rooms/areas within the Sacramento Public Library System more than six (6) times in a six-month period. A series must be completed before additional  meetings  may  be  scheduled.  Exception: advisory  groups  affiliated  with  local  governmental  entities (e.g., Project Area Committees) that need a guaranteed community meeting location on an ongoing basis may exceed six uses in a six-month period.
Groups may not evade the six-use limit by changing the group name  or  by  having  several  individuals  associated  with  the group make independent reservations.   The Library Director shall suspend a group’s right to make reservations under this policy for a minimum of six months and maximum of one year if the Director finds that the group has purposefully evaded the six-use limit.
  • Advance Reservations
A reservation shall be made at least seven (7) days in advance of the scheduled activity. Person responsible for the reservation must be at least 18 years old.

Reservations for meeting space may be made up to six (6) months in advance. In the case of a series of uses, the first use shall occur within six (6) months of the reservation date and the last use shall occur within one year of the reservation date.
  • Group size
A group must be ten or more people to request and reserve a meeting room.