1. The meeting rooms of the Jefferson City Public Library are available for use by civic groups, non-profits, cultural or educational organizations, businesses and locally operating government agencies, departments or commissions.
   1. At times, library activities such as the Summer Reading Programs and regional library training sessions / events have priority.
   2. Functions such as birthday parties, receptions, baby showers and / or other functions of this nature are prohibited.
2. Room reservation forms are available at the Circulation Desk, as well as online.  Bookings for the meeting rooms are to be arranged by any Jefferson City Public Library staff, as per board policy.
3. The Conference Room is available during hours of operation only.
4. The Conference Hall is available for after-hours use.  It is available Monday – Saturday, 9am to 9:30pm.
5. Any group or organization applying for room use must sign a statement that their organization does not discriminate in membership or in service provision on the basis of race, creed, color, religion, political affiliation, gender, sexual orientation, national origin, or disability, or in employment on a basis prohibited by Tennessee law.
6. Applications for use of the Library facilities for meetings shall be approved only on condition that meetings are open to the public, unless they are for Library or local government agencies training sessions.
7. Library personnel and / or Library Board members are authorized to monitor any meetings held in the facility.
8. Each group is responsible for notifying the Library of a cancellation at least 24 hours before its scheduled time.  Failure to appear for two scheduled meetings may result in loss of meeting room privileges.
9. The requesting individual and the organization are held responsible for the conduct of those attending the meeting and for expenses relating to any damage to the Library property.
10. Permission to use the meeting rooms does not imply Library or local government agencies endorsement of opinions of any group or organization.  If a question is raised as to the goals and activities of any group, the Library Board is the final authority in granting or refusing permission to use the rooms.

CARE AND USE OF ROOM

1. Please sign in for the group in the Sign In Binder.
2. If tables are moved, it is required to unlock the wheels so as to not scratch the flooring.  To do this, lift the tab on the top of each wheel.
3. No items shall be taped, nailed or tacked to any surface.
4. Groups using the meeting rooms must supply all of their own coffee, creamer, sugar, refreshments and paper goods.
5. No lit candles or open flames. Catering heaters are acceptable for catering use and if used with appropriate chafing dishes / trays.
6. It is the responsibility of the organization to clean up after the meeting.
7. All trash must be picked up and placed in the dumpster outside, to the right side of the building.
8. Trash can liners must be replaced.
9. Tables must be cleaned.
10. The Conference Hall must be swept. Cleaning cloths, the broom, dustpan and trash can liners can be located in the catering kitchen.
11. Return space to the set configuration as found.
12. Turn off all lights, electronics and appliances.

RESTRICTIONS

1. Storage of goods by organizations using the meeting rooms will not be allowed.
2. No items or services may be sold or advertised, except for Library sponsored programs.
3. No groups using either of the meeting rooms will be allowed to charge a fee or ask for donations.
4. A meeting that would interfere with normal Library activities will not be allowed.
5. LIBRARY PERSONNEL ARE NOT AVAILABLE TO ASSIST ANY GROUPS, REARRANGE FURNITURE, CARRY SUPPLIES OR OPERATE EQUIPMENT.
6. Fundraising events or solicitations of any kind are prohibited unless sponsored by the Library.
7. Tobacco, alcohol, drugs, weapons of any kind, and firearms (with the exception of law enforcement) are not allowed on Library property.
8. Attendance will be limited to the capacity of the space the meeting is occurring in.
   1. Conference Room maximum capacity is 33.
   2. Conference Hall maximum capacity (auditorium arrangement) is 100.

AFTER-HOURS MEETING GUIDELINES FOR CONFERENCE HALL

1. All above stipulations apply to the after-hours use of the Conference Hall.
2. The group must be in the Conference Hall before the Library closes.
3. All meeting attendees must be out of the building by 9:30pm.
4. After-hours meetings can exit the building by either the Conference Hall external side door or via the front atrium doors.  Booking or organization representatives must check both doors to ensure they are locked after meeting adjourns.

CATERED FOOD

1. Additional cleaning fees may be assessed.  Refer to the fee schedule (available at Circulation Desk).
2. Please meet caterers outside the Conference Hall entrance and escort them to the catering kitchen.
3. Please inform Library personnel about your arrangements in advance.
4. LIBRARY PERSONNEL WILL NOT BE AVAILABLE TO ASSIST.

FAILURE TO OBSERVE THESE GUIDELINES AND POLICIES WILL RESULT IN A DENIAL OF THE CONFERENCE HALL / CONFERENCE ROOM AND THEIR USE.  THE LIBRARY BOARD AND STAFF DO NOT ASSUME ANY LIABILITY FOR GROUPS OR INDIVIDUALS ATTENDING ANY MEETING.

Updated Policy on 7/15/2022

Policy Approved: 7/14/ 2022

Policy Stored: JCPLS Google Drive Current Policy Folder

Jefferson County Library Board

ATTN: POLICY COMMITTEE
PO BOX 339
Dandridge, TN 37725