Meeting-Room-Policy-11-14-2017

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MEETING ROOM POLICY
Name of Organization or Individual using room: _______________________________________________
Name and phone number of person reserving room: _____________________________________________
The purpose of the meeting: ________________________________________________________________
Contact Person(s) Name: __________________________________________________________________
Address/Telephone Number: _______________________________________________________________
The library meeting rooms are open to individuals or groups whose purpose is not illegal and whose conduct
within the library is not objectionable. The meeting rooms are not available for commercial promotions or talks.
Use of the rooms is subject to the following policies and regulations.
POLICY:
1. Library sponsored, Friends of the Library sponsored and City of Santa Fe sponsored activities are given
priority in consideration of the use of the rooms. The following policies and regulations do not necessarily
apply to the Library, Friends of the Library and City of Santa Fe programs or activities.
2. All other meetings must be open to the public where open participation can be a part of the meeting.
3. Meeting rooms, as well as all library property, may not be used for individual political campaign speeches
or activities. Campaign activities are defined as those activities directly related, pro or con, to the
campaign of individual political candidates or ballot issues. A meeting room may be used for a forum or
study group on a political issue. Library premises may be used for non-partisan political meetings or
events such as candidate’s nights, which invite all candidates and are sponsored by independent
organizations, (i.e. League of Women Voters). Also permissible are meetings held by elected officials to
gather input or communicate with his/her constituents. Electioneering within the Library or on Library
property is prohibited.
4. Meeting rooms cannot be used for religious services, but groups wishing to provide informational
religious programs open to the public may do so.
5. All meetings must be free of charge. No materials may be sold, nor donations solicited, at any time by a
group using the library meeting rooms. No money shall change hands in the library meeting rooms. The
Library reserves the right to allow sales of items to benefit the Library, if approved in advance by the
Library.
6. Meeting rooms shall not be used for private parties or events unless the event benefits the Library. The
Library has the right to refuse such events.
7. Library staff will not be available to make room arrangement changes or to provide services such as
operating audio-visual equipment, setting up chairs, making photocopies or handling attendee registration.
8. The fact that a group is permitted to meet at the public library does not constitute an endorsement by the
library of the group’s policies or beliefs.
9. The library is not to be considered a sponsor. The library’s address may be used to indicate location of
the program, but the Library is not to be used as a referral for information about the program. Groups
may not use the Library’s phone number as the organization’s contact point.
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10. The booking organization or individual will be held financially responsible for any damage to library
facilities and furnishings.
11. Any group or individual that fails to comply with any of these policies and rules shall be denied future use
of library meeting rooms at all locations. Groups or individuals with excessive cancellations or no shows
may also be denied use of meeting rooms.
GENERAL INFORMATION
RESERVATIONS:
Main Library – Reference – 955-6781
La Farge Library Reference – 955-4862
Southside Library Reference – 955-2820
SEATING:
Main Community Room -75 chairs, 8 folding tables
Main Pick Room -10 chairs, conference table
La Farge Community Room -50 chairs, 4 folding tables
Southside Community Room -90 chairs, 12 folding tables
Southside Café Room -24 chairs, 6 square tables
HOURS:
Main – 10:00 a.m. - 7:45 p.m. Monday – Thursday
10:00 a.m. - 5:45 p.m. Friday – Saturday
1:00 p.m. - 4:45 p.m. Sunday
La Farge – 10:00 a.m. -7:45 p.m. Monday – Wednesday
10:00 a.m. -5:45 p.m. Thursday – Saturday
Southside – 10:30 a.m. – 7:45 p.m. Monday – Thursday
10:30 a.m. – 5:45 p.m. Friday – Saturday
1:00 p.m. – 4:45 p.m. – Sunday
RULES
1. Meetings must end no later than fifteen minutes before closing at which time the folding chairs and
tables must be put away and the room left clean.
2. Exits are to remain clear.
3. Rooms may be reserved up to one month in advance of the current date. For example, on February 10 they
may be reserved up to and including March 10.
4. Programs with a noise level which disturbs other library patrons are not allowed.
5. No refreshments are allowed (except with special permission obtained in advance). Alcoholic beverages are
not allowed. Library and Friends of the Library may have exceptions to the refreshments rule.
6. No smoking, no vaping, no candles, no incense, no lanterns, no fires.
7. Meetings must be open to the public and be free of charge.
8. No money may be exchanged, no materials may be sold nor donations solicited. The Library reserves the
right to allow sales of items to benefit the Library, if approved in advance by the Library.
I HAVE READ AND AGREE TO FOLLOW THE POLICIES AND RULES FOR MEETING ROOM
USE.
Signature line ________________________________ Print name___________________________________
Date______________________________________________________________________________________
Adopted by the Santa Fe Public Library Board on 11/14/17