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Meeting Room Policy

Policy Regulations
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 Library facilities is not endorsement or sponsorship of any group, individual, organization or event.
  • The Library shall not be held liable for any injury sustained or damage done that is related to the use/misuse of equipment or Library facilities.
  • Failure to comply with the terms of this policy may result in a forfeiture of meeting room privileges as determined by the Library Director or appointee.
  • The Library endorses the American Library Association “Meeting Rooms: An Interpretation of the Library Bill of Rights.”
  • This policy applies to rooms which are available for reservation listed in Attachment A. This policy does not apply to:
    • Study Rooms
    • The Tsakopolous Library Galleria at the Central Library. Regulations regarding use of that space are delineated in a separate policy entitled “Galleria Use Policy”.
      • Reservations for the Galleria can be made here.
  • SPLA reserves the right to change this policy at any time.
 

Permissible Uses of Meeting Rooms

  • Library facilities may only be reserved for civic, cultural, educational, intellectual or charitable purposes and may not be used for commercial purposes.
    • Excluded are 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, campaign or service. Also excluded are requesting donations and informational or educational events related to the business activities of the user and non-profit.
    • Exception: Presenters may sell their works to attendees during SPL sponsored events with prior approval. Friends of the Sacramento Public Library may fundraise and receive donations. 
  • Meetings may not disturb regular Library functions/business.
  • All meetings of outside organizations in Library Meeting Rooms shall be open to the public.
  • No admission fees may be collected.

Before requesting a Meeting 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:
 
Reservations
  • Library, Library related and Library sponsored or co-sponsored programs have priority use of Library facilities. Reservations are subject to cancellation if the space is needed for a library use or activity.
  • A Sacramento Public Library card with a current address within our defined service area is required to reserve a meeting room.
    • Any fees assessed to the reservation will be applied to that Sacramento Public Library card account.
    • Individual Library cards or Business Library cards can be used. The cardholder may be asked to verify identity with library card or valid identification.
    • Youth cards are not permitted to make meeting room reservations.
    • Fines or fees over $5.01 on a Library card result in a meeting room request denial.
  • With the exception of Library programs, meeting rooms are available on a first come, first served basis prioritized by the date of application.
  • No individual or group may use meeting rooms/areas more than six (6) times in a six-month period within the entire Sacramento Public Library system.
    • 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.
    • 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.  The Friends of the Sacramento Public Library (and their affiliate groups) are also included in this exception.
  • Reservations can be made for up to three hours.
  • Reservations can be made in person at a Library facility or via our website.
    • A reservation shall be made at least seven (7) business days in advance of the scheduled activity. The person responsible for the reservation must be at least 18 years old.
    • The facility must be notified a least three (3) working days in advance of a cancellation of a scheduled meeting room use. 
    • A group must be ten or more people to request and reserve a meeting room.
    • 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.
    • Written approval or confirmation will be delivered for all reservation requests. Reservations are not considered confirmed unless this written confirmation is received.
    • Availability of meeting rooms is site specific but will be no earlier than 10:00 a.m. or later than 10:00 p.m. Loitering in parking lots is not permitted.
    • Reservations longer than three hours in length must be requested in writing and approved by the Branch Supervisor ahead of the scheduled reservation.
  • The Library may require proof of insurance or proof of 501(c)(3) certification prior to approving a reservation request.
  • Any reservation request may be rejected, or any previously granted permission may be withdrawn, at the discretion of the Library Director.

Facility Access
  • Room reservations starting outside of normal branch library hours will need to pick up a card key at the branch the reservation is at during business hours before the reservation time.
  • If a card key has been issued, the card key must be returned in the exterior 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.)
  • 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.
  • It is the responsibility of all users to vacate the facility of all attendees if the meeting is held after hours, including checking bathrooms and other spaces to ensure the facility is properly vacated. Users will have to set the facility alarm prior to leaving the facility and are responsible for ensuring all doors are secured before leaving the property.
 
Logistics & Equipment
  • Library staff will only allow the reservation holder to access the room.
  • Room set up and take down is the responsibility of the group using the facility.
  • Users are required 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 facility wall).
  • There will be an actual cost charged for any cleaning required beyond normal daily cleaning.
    • Any fees assessed to the reservation will be applied to that Sacramento Public Library card account.
  • Users are required to ensure that the lights, appliances and other equipment have been turned off.
  • The Library has limited technology available. Please review Attachment B for offerings. The Library does not lend out cords or adapters. 

Fees
  • There are no rental fees.
  • A minimum $50 fee will be charged if the user responsible for the reservation did not properly secure the meeting room.
  • Missing key cards will result in a $50 fee.
  • The meeting room and surrounding area must be left in the same condition it was prior to the meeting.  If special cleaning or re-arranging of the meeting room is needed for any reason, the user responsible for the reservation may be charged a minimum cleaning charge of $50. Damaged items will be assessed at cost of replacement.
  • Fees shall be charged to the library card holder that made the meeting room reservation. They will be added to their library card.
 
Publicity
  • No organization may use the Library’s name for any purpose other than to indicate the location of the meeting.  No organization may use the Library’ logo for any purpose, without the prior written consent of the Library Director.
    • No organization may use the name, address, telephone number, or logo of SPL as the address, information contact source, headquarters or logo for any organization, including any organization using the Library for meeting purposes, the only exception being the Friends of the Sacramento Public Library.
  • Any publicity regarding meetings held at the Library must contain the following statement: “This program is neither sponsored nor endorsed by the Sacramento Public Library.”
  • Any publicity designed for an audience beyond the members of the sponsoring organization must be approved by the Library Director prior to distribution.
  • The sponsoring organization must make program attendees aware of the Library’s policy and its regulations.
 
Customer and Facility Rules
  • The registration of participants for a meeting held in Library facilities is the responsibility of the sponsoring organization, not the Library.
  • The Library prohibits admission charges.
    • Nonprofit groups may charge membership dues and fees for learning materials or course credits, but not a fee to attend.
  • Literature may be distributed during the meeting, but commercial advertising, including but not limited to, coupons and testimonials, will not be permitted
  • Food is permitted during a meeting but no cooking facilities are available. The sponsoring organization is responsible for cleanup and must bring its own supplies (coffee cups, napkins, etc).
  • The consumption of alcoholic beverages in the Library or on Library property is prohibited without advance written approval of the Library Director.
    • Organizations who wish to serve alcoholic beverages must restrict attendance to adults over 21 years of age.
    • A request to serve alcoholic beverages must be made with the initial request to use library space.
    • Requestor must comply with the Library “Alcoholic Beverage Policy and Procedures” which includes the requirement to obtain a daily license from the California Department of Alcoholic Beverage Control (“ABC”).
  • Taping, stapling or tacking of materials to the walls or other furnishings is prohibited.
  • Use of any kind of equipment, including electronic equipment, not supplied by the Library is prohibited, without the prior written approval of the Library Director or the Assistant Director.
  • An adult must be present at any meetings of youth under 18 years old.
  • All groups using a room must be under adequate adult supervision with one or more adults in attendance at all times. The supervising adult(s) must accept responsibility and will be held accountable for the repair or replacement of any damaged facilities or equipment, in the event the sponsoring organization fails to cover these expenses.
  • The Library, including all meeting rooms, is a smoke free environment.
  • Guns, weapons, or guard dogs are not allowed in the Library or on Library property.  Governmental law enforcement officers are exempt; private security guards are not exempt.
  • Meeting room capacity is indicated in Attachment A. The supervising organization and responsible adult(s) shall ensure strict compliance with capacity limits and/or Fire Department occupancy regulations.
  • No tipping or other payment or compensation to Library personnel is permitted.
  • Reasonable care should be exercised in the use of library property.
  • All users will hold harmless the library from and against any loss, damage, liability, claim or demand caused in whole or in party by the negligent acts or omissions of the user.
  • To use the Library’s property only for lawful purposes and in compliance with all applicable laws, regulations, or ordinances.
  • The Library shall not be responsible for any personal injuries or property loss during use.
  • No excessive noise – noise level shall not disturb regular library activities of reading, studying and quiet contemplation nor shall it disturb residential neighbors.
  • No use of open flame, candles, or other devices that may cause fire or smoke.
  • A Sacramento Public Library card with a current address within our defined service area is required to reserve a meeting room. Organizations may use a Business Card.
  • Groups must keep all emergency exits clear during the use of the facility.
  • All customers must read, understand and sign an agreement before use a meeting room.
PRIVILEGES MAY BE REVOKED FOR NON-COMPLIANCE WITH LIBRARY RULES AND REGULATIONS.  
 
Related to meeting room use:  Meeting Room Availability by Branch
Library Location Meeting Room Space Available for Reservation Maximum Occupancy
Arcade Library YES 87
Arden-Dimick Library YES 90
Belle Cooledge Library YES 85
Carmichael Library YES 111
Central Library - -
Colonial Heights Library YES 90
Del Paso Heights Library - -
Elk Grove Library YES 88
Ella K. McClatchy Library YES 24
Fair Oaks Library YES 76
Franklin Library - -
Galt-Marian O. Lawrence Library - -
Isleton Library - -
Marin Luther King, Jr. Library YES 50
McKinley Library - -
Nonie Wetzel Courtland Library - -
North Highlands-Antelope Library YES 89
North Natomas Library YES 60
North Sacramento-Hagginwood Library - -
Orangevale Library YES 82
Rancho Cordova Library YES 94
Rio Linda Library - -
Robbie Waters Pocket-Greenhaven Library YES 82
South Natomas Library YES 57
Southgate Library YES 60
Sylvan Oaks Library YES 92
Valley Hi-North Laguna Library YES 192
Walnut Grove YES 50
 
 
Meeting Room Technology by Branch
Library Location Projector Audio ADA Listening Device Notes
Arcade Library YES YES YES HDMI connection
Arden-Dimick Library YES YES YES HDMI connection
Belle Cooledge Library YES - - HDMI connection
Carmichael Library YES YES YES HDMI connection
Central Library - - - -
Colonial Heights Library - - - -
Del Paso Heights Library YES YES - HDMI connection
Elk Grove Library YES YES - HDMI connection
Ella K. McClatchy Library - - - -
Fair Oaks Library - - - TV in meeting room, HDMI connection
Franklin Library - - - No equipment
Galt-Marian O. Lawrence Library YES YES YES HDMI connection
Isleton Library - - - -
Marin Luther King, Jr. Library - - - TV in meeting room, HDMI connection
McKinley Library - - - -
Nonie Wetzel Courtland Library - - - -
North Highlands-Antelope Library YES YES YES HDMI connection
North Natomas Library YES - - HDMI connection
North Sacramento-Hagginwood Library - - - TV in teen space
Orangevale Library YES YES YES HDMI connection
Rancho Cordova Library YES - - -
Rio Linda Library   - - TV in teen room
Robbie Waters Pocket-Greenhaven Library YES YES YES HDMI connection
South Natomas Library - - - -
Southgate Library YES YES YES HDMI connection
Sylvan Oaks Library YES YES YES HDMI connection
Valley Hi-North Laguna Library YES YES YES HDMI connection
Walnut Grove - - - TV in room
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