Library Meeting Room Policy

Meeting Room Policy

The Clarksburg-Harrison Public Library makes meeting rooms available to any non-profit group free of charge during library hours.  Room reservations are made on an equitable first-come, first-served basis.  The agreement of the library to make meeting room space available does not imply that the library advocates or endorses the viewpoints expressed in a meeting or by meeting sponsors or speakers.

Meeting space is available both in the library and at Waldomore.  The use of Waldomore is governed by declaratory judgement and as a result, has a separate meeting room policy. 

The library makes meeting rooms available in order to support lifelong learning and community involvement.  Priority for meeting room use is:

  1. Library sponsored programs and meetings
  2. Education and non-profit sponsored programs and meetings
  3. For-profit entities hosting educational programs and meetings

All groups using meeting rooms must agree to the following:

  1. All meetings must be open to the public.  The library does not provide closed, confidential meeting space or space for private social gatherings.
  2. Groups using library meeting rooms may not charge admission or take collections and are not permitted to sell, advertise or distribute merchandise.    
  3. Meeting room use is limited to hours that the library is open. 
  4. Meeting room use by businesses is permitted but limited to one reservation per month.  Businesses using meeting rooms may have free use of a meeting room for up to four hours.  A fee is required for businesses to use meeting rooms for more than four hours.  See Rules for Meeting Room Use for fee information.  
  5. Groups using meeting rooms must abide by all general library rules and policies and bear complete responsibility for ensuring that activities conducted by the group are safe and legal.  Maximum capacity for meeting spaces must be followed. 
  6. Meetings or programs for minors must have responsible adult sponsors present in the meeting room at all times. 
  7. Groups using meeting rooms are responsible for any damage to meeting rooms and contents.  Damages beyond normal wear and tear will result in a repair or replacement fee.
  8. Groups using meeting rooms are responsible for maintaining the cleanliness and orderliness of the meeting space.  At the conclusion of the meeting, groups are expected to clean up and return any furnishings moved during the meeting to their original location.  A cleaning fee or loss of privilege may result if an organization fails to leave the meeting room in good order. 
  9. Groups are responsible for the care and protection of their own equipment, exhibits and other material.  The library is not responsible for loss or damage to any property belonging to an organization, its members or guests.   
  10. Organizations and groups shall hold harmless the Clarksburg-Harrison Public Library, the Board of Trustees and library staff, and any governmental unit supporting the library for any damage or injury suffered because of or resulting from use of the facility and equipment.
  11. Typical frequency for meeting room use is once per month.  Groups that need multiple reservations in one month for a series of meetings or programs will be accommodated when possible but must make arrangements with the library manager or director.   
  12. The library does not provide meeting-related services.  Any publicity is the responsibility of the group.
  13.  Neither the library’s name nor address may be used as the official address or headquarters of an organization.  Publicity promoting meetings and programs may not imply library sponsorship and must state clearly that the library is the site of the meeting, not a sponsor. 
  14. It is the responsibility of the group to provide the library with up-to-date contact information to be used in the event of cancellation due to library closures, inclement weather, or other unforeseeable reasons. The library will make every effort to make contact with the registered representative of the group prior to the scheduled room reservation time.
  15. The library reserves the right to revoke meeting room privileges at any time.  The library director is authorized to deny permission to use the meeting room to any group that is disorderly, destructive, or violates these policies.  

(Approved by the CHPL Board of Trustees, September 18, 2018)