Reserve a Meeting Room
Madisonville Room A
Madisonville Room B
Meeting Room Policies
Meeting Room Application
To reserve your meeting room date please select a meeting room to the left, select the date of your requested meeting, and fill out the form. Required fields are marked with an asterisk (*). Or if you wish to fill out a paper form, please download the application form from one of the links below and return it completed to the appropriate email address.
Your meeting room request will not receive final approval until we receive the applicant’s signature. If you are submitting your application through the digital form, a printed copy will be saved at the circulation desk and must be signed by the applicant prior to the time of the requested meeting.
Purpose and Availability
The Library’s meeting rooms’ primary purpose is a place for Library-sponsored activities. When the rooms are not in use by the Library, they may be used at no charge by other organizations for occasional meetings. Organizations and individuals wishing to use a meeting room on a regular basis must consult the Director for approval. All meetings must be open to the public, including media. The Library reserves the right to enter meeting rooms at any time.
Non-Library-sponsored groups are not permitted to charge admission or registration fees, and no products or services may be sold on Library premises. No collections are permitted. No product literature may be distributed.
The Library and its associated groups (Friends of the Library and Foundation) may at times charge admission, sell products and accept donations but only if funds collected support the Library’s mission or are necessary and announced in advance to provide the necessary gratuities or matching funds required to produce the program.
Organizations may not use Library meeting rooms for purely social functions, fundraising or commercial enterprises. Meeting rooms are not intended to function as administrative offices for organizations or individuals. No organization’s use of the meeting room may interfere with or disturb the Library’s regular operations. An organization’s use of the facilities does not imply the Library’s endorsement. The Library accepts no liability or responsibility for any damage to persons or property resulting from use of Library facilities. The Library is a limited public forum and, as such, may deny the use of its facilities in accordance with its policies.
Who May Use the Library Meeting Rooms
Any club or community group of persons meeting for non-profit purposes may request and be assigned use of Library meeting rooms, provided the proper request has been made and recorded with Library staff. Eligible groups include:
- Civic organizations
- Social clubs whose intent is educational or cultural in nature
- Academic classes
- Professional or honorary groups
- Organized school or academic groups which have a civic interest or goal
- All meetings must be open to the public, including media
Who May Not Use the Library Meeting Rooms
The Library meeting rooms may not be used by:
- Any group meeting for a profitable reason
- Family group meeting for family or personal reasons, such as family reunion, birthday party, reception, etc.
- Any group which has proven unsatisfactory for any reason during prior use
- Meeting rooms are not intended to function as administrative offices for organizations or individuals.
Hours of Use
All meetings must be within regular operating hours and must end a minimum of thirty (30) minutes prior to closing and the meeting room vacated by fifteen (15) minutes prior to closing. Requests for meeting room use may be denied if the hours of use are unsatisfactory to the planned operating hours of the Library, or if the noise from the activity would disturb the normal Library operations and use by library customers.
Review or Appeal Procedure
Exceptions to this policy may be made at the discretion of the Library Director (or designee). Individuals or groups who are denied use of a meeting room may appeal to the Library Board of Trustees and the Director. Such appeal shall be filed in writing with the Director within 10 days of rejection of the application.
The Library Director has the final approval on use of the meeting rooms. The Board of Trustees reserves the right to cancel reservations and the groups will be notified of such cancellations.
Guidelines for Public Use
- Individuals reserving the meeting room must be at least 18 years of age.
- Application for use of Library meeting rooms must be fully completed for each time the meeting room is requested.
- Application must be approved by the Library Director (or designee) prior to the scheduled meeting.
- Reservations will be taken on a first-come, first-served basis. Reservations may be made up to three months in advance. A maximum of three meetings at a time may be scheduled.
- The Library shall be notified 48 hours in advance in case of cancellations or changes.
- If the Library must close due to weather or any unforeseen cause, the Library will cancel use of the meeting rooms during the time that the Library is closed.
- Walk-in reservations of meeting rooms, including private study is permitted, depending on availability and subject to all the conditions defined herein.
- Groups or user(s) using the meeting rooms with individuals under the age of 18 years shall have appropriate adult supervision.
- Requests for audiovisual equipment must be made with the application.
Maintenance of Facilities
- The maximum number of persons allowed in the meeting room is determined by the local fire code.
- No smoking or alcoholic beverages are permitted. Limited food and drink may be permitted upon special request to the Library Director (or designee).
- No group can tack or tape anything to walls or doors. No candles, open flames, or glitter may be used inside Library buildings.
- Groups are responsible for cleanup of the meeting rooms for normal use and should return the room to its original setup after using it.