Library Policies - Meeting Room

It is the policy of the Santa Cruz City-County Library System Board that Library meeting rooms shall be made available for use by not-for-profit community organizations on a first-come, first served reservation basis. The Board's adopted rules for use are summarized below. Groups reserving meeting room space are responsible for asking the Branch Manager about particular rules for the Branch facility they wish to use.

1. Groups may use rooms only for the hours booked in advance. All set-up and clean-up must be accomplished within the reserved time. Groups must return any space to the condition in which they find it. There is heavy demand for all the Library's meeting room spaces. Failure to comply with this rule causes hardship for other groups.
2. All meetings must be open to the general public; signs will be posted to that effect.
3. Attendance at a meeting must be at least ten (10). Groups are responsible for ensuring that no meeting exceeds the posted maximum occupancy limits set by the Fire Department.
4. No admission fees may be charged; nor may collections be taken, funds solicited, or direct sales made.
5. No signs, posters, displays, or decorations may be put up without prior permission from the Branch Manager.
6. Loud talk or any use of the room that disturbs in any way the Library or Library patrons is prohibited.
7. Smoking is not permitted in any Library facility. Alcoholic beverages may be served only with special permission; this is secured using procedures outlined in the Alcoholic Beverages Policy.
8. Libraries are fragrance-free facilities. No candles or incense may be used.
9. The City of Santa Cruz bans the use of polystyrene foam plastic products (cups, plates, etc.) in city facilities, including all library branches. All food products should be biodegradable, recyclable, or compostable.
10. Groups will be held responsible for damages to any Library facility, including furniture, carpeting, kitchenettes, or borrowed equipment.
11. Groups are responsible for their own set-up of chairs, etc., which must provide wheelchair access consistent with the guidelines set up by the Americans with Disabilities Act (displayed in each Meeting Room). A minimum of 1-4 spaces for wheelchairs, with a clear view of the speaker, must always be planned.
12. No group may reserve a room for more than twenty-six (26) times in a single fiscal year or four times in a single month.
13. The charge for use is $20.00 per hour or any part thereof. All charges are payable within five working days of the date reservation is made. Reservations are not confirmed until full payment has been made. A receipt for payment is your confirmation of booking.
14. The Library reserves the right to cancel a reservation due to circumstances beyond its control--for example construction projects or community emergencies. The Library will notify the group of the reservation cancellation as soon as possible, and will refund payments as quickly as it can.
15. Use fees are refundable with 30 days' notice only and are payable by check from the City of Santa Cruz Finance Department. Refunds must be requested; they are not issued automatically on cancellation unless the Library has canceled the meeting.
16. Failure to cooperate with any of the rules will result in denial of future use privileges.

Related Services...

• Amphitheater
• Meeting Rooms

Last updated by ann on Jan. 14, 2009