Library Policies - Meeting Room

The Temple Public Library meeting room facilities are designed to meet the Library’s goal of providing for the informational, educational, recreational and cultural needs of the community by providing a location for publicly accessible meetings for organizations engaged in meetings of this nature. Use of the facilities is available on an equitable basis to groups requesting facility use.

Examples of activities include but are not limited to discussion groups, panels, lectures, conferences, seminars, exhibits, displays, story times, puppet shows, the showing of public use films or videos, and activities of the Friends of the Temple Public Library.

This Meeting Room Use Policy establishes the guidelines and procedures for use of the Library’s facilities. The Library Director is responsible for implementing this policy.


GENERAL GUIDELINES

City of Temple and Temple Public Library sponsored events will have precedence in the scheduling of the meeting rooms. The Library reserves the right to cancel or reschedule a reservation, with two months notice, if the room is needed for a Library function.

Meeting room use will be scheduled only during the hours the Library staff is available.

Groups using the meeting rooms will be responsible for their own set-up, and will be required to return the room to the condition they found it.

Scheduled meetings must be free and open to the public.

Meeting rooms may not be reserved for social gatherings such as showers, birthday parties, family reunions, etc. ; or political party functions.

There may not be any admission charged or sales solicited. The exception to this policy will be events raising money for the Library itself.

Although groups may not charge an admission fee, they may charge enough to recoup actual costs of meals or handouts provided.

Smoking and alcoholic beverages are not allowed in the Library.

Use of the Library does not constitute Library or City of Temple endorsement of viewpoints expressed by participants on the program. Advertisements or announcements implying such endorsements are not permitted.

The Library Director is the final authority in leasing meeting space.

MEETING ROOMS AVAILABLE

There are four different rooms which may be made available to the public under certain conditions. Their possible uses vary based on their size and amenities.

*Study Rooms--There are two study rooms on the 2nd floor of the Library. These may be reserved by tutoring pairs of the Temple Literacy Program. They may also be reserved by small groups of students (6 maximum) who need to work on a project together. No food or drink may be taken into these rooms. Table and chairs are the only equipment/furniture provided. Reservations may be made with the Reference Librarians. There will be no deposit taken, and no charge made for the use of these rooms.

*Library Board Room (3rd Floor)--This room may be reserved by medium sized groups (30 maximum) when it is not in use by the Library Advisory Board, the Foundation of Temple Public Library Board, The Friends of the Temple Public Library, or the City of Temple. This room has one large table and chairs for 30, a built-in screen and platform for a projector, and a sink and small refrigerator. Simple refreshments may be served here.

*Gladys Blaylock McLane Room (3rd Floor)--This room can seat 200 people auditorium style, and has a cloak room and a small dining area (seating up to 32) as well as a gallery kitchen with sink, microwave and refrigerator. There are also 42 tables for seminar style seating. The equipment includes a built-in screen and a podium. Full meals could be served here.

HOURS AVAILABLE

Study Rooms are available, Monday through Thursday 10-9, Friday 10-6, Saturday 10-5 and Sunday 1-9.

The Library Board Room and McLane Room are available Monday through Thursday 8-9, Friday 8-6, Saturday 10-5 and Sunday 1-9.

RESERVATIONS

Reservations for the McLane Community Room and the Library Board Room will be made on a first-come, first-serve basis. Requests may be made on the telephone or in person, but the reservation will not be considered firm until the deposit and room use fee has been paid, and the Room Use Agreement has been signed by a member of the organization.

City of Temple or Temple Public Library sponsored activities will not be charged a deposit or fee.

Tenants of the building may use the Library Board Room one time per month without deposit or fee, but reservations still need to be made in the normal manner.

There will be a $100 deposit taken for the use of any of the meeting rooms with the exception of the study rooms on the 2nd floor. This deposit will be returned within 30 days by the City of Temple Finance Department if the room is found in an acceptable condition after the use of the room. All or part of the deposit may be kept for repairs or cleaning if necessary. Groups who will use the Library Meeting Rooms on a repeating basis may leave a deposit on file with the City of Temple.


In addition to the refundable deposit there will be a non-refundable use fee charged. The fee for the McLane Community Room is $25 for the first two hours, and $10 per hour thereafter and includes set-up and clean-up time. The fee for the Library Board Room is $10 for the first two hours, and $5 per hour thereafter, and includes set-up and clean-up time.

In order to provide an opportunity for many community groups to use the meeting rooms, a group may only use a meeting room once each month.

Reservations may be made no more than one year in advance.

Reservations will be accepted a minimum of 48 hours in advance.

Cancellations must be made at least 2 weeks in advance in order to receive a refund.

The individual making the reservations, as well as the group as a whole will be held responsible for any damages that occur as a result of the use of the facility.

Permission to use Library facilities may be withheld from groups failing to comply with the Meeting Room Use Policy and from any group that damages the facility.

CARE AND USE OF THE FACILITY

The meeting room must be returned to the condition in which it was found.

All trash must be left in tied bags in the meeting room.

Equipment, supplies or personal items may not be left in the meeting room before or after the scheduled meeting.

Nothing may be used to attach items to the walls which will damage the walls in any way.

Attendance at meetings must be limited to the capacity of the meeting room as posted in this policy.

People attending meetings should take care not to disturb people in the offices on the 3rd floor, or people doing research in the library itself as they go to and from the meeting room.

EXCEPTIONS

Groups requesting exceptions to the policy must do so in writing through the Library Director with an explanation for the exception requested.