Library Meeting Rooms

Meeting Rooms are available at all locations of the East Baton Rouge Parish Library System. Information on the size of the meeting rooms and accommodations at each library is included in the Application Packet.

The primary purpose of these rooms is to provide space for activities and programs related to the Library’s goals and objectives. When not required for library purposes, the rooms may be scheduled free-of-charge by community organizations and parish governmental agencies, subject to the approval of the East Baton Rouge Parish Library Meeting Room Committee. Persons requesting meeting room space must be residents of East Baton Rouge Parish and must have a library card with the East Baton Rouge Parish Library.

The fact that the East Baton Rouge Parish Library and the Library Board of Control have authorized a group to meet in the Library does not constitute endorsement or sponsorship of the organization or the views expressed by the group as a whole or by individual participants in the meetings.

In order to use the meeting rooms, organizations must make application in accordance with the directions and guidelines outlined in this policy. Contact information and meeting schedules must be updated annually. Application forms may be obtained at any library.

If groups or individuals violate any of these policies, the East Baton Rouge Parish Library Board of Control or the Library Director retains the right to cancel subsequent use of the meeting rooms by the group.

Guidelines

• Programs produced or sponsored by the Library are given first priority for use of all meeting rooms.
• All meetings and activities held in the Library must be free and open to the public. The Library will limit attendance according to space availability and in compliance with fire regulations. Activities that would interfere with the work of the library staff or would disturb library patrons because of noise or other factors are not permitted. The first function of the Library is to provide a quiet atmosphere conducive to study and research.
• Meeting rooms are not available for commercial purposes including selling, trading or promotion of services.
• Library meeting rooms may not be used for classroom activities, testing, or tutoring. Meeting rooms may be scheduled for infrequent (or occasional) training purposes; however library meeting rooms are not available for ongoing classes or training series.
• Library meeting rooms are not public study halls and are not pre-scheduled for group study.
• Meeting rooms are not available for music and drama rehearsals or performances or for social gatherings, such as showers, birthday parties, weddings, family reunions, or the planning of such events.
• Groups are not allowed to campaign, to rally, to raise funds, to accept donations or dues, or to solicit support at the Library, unless the purpose is to benefit the Library.
• Groups are not allowed to use the rooms for any activity that would violate public performance rights.

The Library reserves the right to cancel a room reservation for a group when the room is needed for library purposes. If a group’s reservation is cancelled, the group will be notified at least 48 hours prior to the scheduled meeting, if at all possible.

Groups Allowed to Use the Rooms

During the operating hours of the Library, if not needed for library purposes, the rooms may be reserved free-of-charge by community-based civic, corporate, cultural, educational, professional, political, recreational and religious organizations, alumni planning groups, and organizations sponsoring public hearings, as well as agencies of the city-parish government, subject to the approval of the East Baton Rouge Parish Library Meeting Room Committee..

Groups Not Allowed to Use the Meeting Rooms

The use of meeting rooms by government agencies is limited to City Parish Departments.

Library meeting rooms are not available to out-of-parish groups. However, use of meeting rooms on an occasional basis for informational meetings for the general public may be scheduled by agencies of the State or Federal Government, statewide organizations, or out-of-parish groups.

Meeting Room Rules

• Youth organizations must have an adult sponsor present at all times.
• Possession and/or use of alcoholic beverages and controlled substances in or on library property are prohibited.
• Gambling in any form is prohibited; smoking and other uses of tobacco are prohibited throughout the Library.
• Selling or trading of any items, such as books, stamps and craft articles, is not allowed.
• Standard fire code regulations prohibit any open flames, burning candles, and flammable, combustible, and hazardous materials in the Library.
• Groups are not allowed to move the temporary walls.

Responsibilities of Organizations Using the Meeting Rooms

The applicant organization is responsible for discipline and reasonable care of the meeting rooms, furnishings, and kitchens (where available), and is financially responsible for damages to facilities, equipment or contents. Groups are responsible for setting up the meeting rooms for their own use.

• Meetings will be scheduled to allow time for setup and take down. Library furniture, special equipment, audiovisual and public address equipment and systems must be scheduled in advance.
• The organization must leave the meeting rooms in an orderly condition. The organization must remove any clutter and trash caused by its activities. Trash containers and/or trash bags will be made available.
• Kitchen facilities are available in the new branch libraries. Only light refreshments may be served, such as cookies, sandwiches, sack lunches, coffee, tea and soft drinks; however, because of problems with permanent carpet stains, groups are not allowed to serve beverages that may stain the carpet.
• Failure to observe these requirements may result in loss of meeting room privileges.

Reserving Meeting Rooms

• Meeting rooms are currently available at the Main Library, the Bluebonnet, Greenwell Springs Road, and Jones Creek Regional Branch libraries, and at the Baker, Carver, Central, Delmont Gardens, Pride-Chaneyville, River Center, Scotlandville, and Zachary Branch libraries. Details on meeting room sizes and accommodations at each outlet are included in the Application Packet. The assignment of a room or rooms to a group is the responsibility of the library staff and is based on the group’s size and equipment needs.
• All meetings must be held within regular library hours. No exceptions will be made. Groups must end their meetings at least 15 minutes before the library closes. Hours for the Main Library and the branches are included in the Application Packet.
• Meeting rooms may be reserved by adults only. Youth organizations must have an adult sponsor.
• If a group cancels the use of a meeting room, the contact person must notify the library 24 hours in advance of the scheduled meeting. Failure to do so may result in loss of room privileges.

Additional Information

• The Library is not responsible for equipment, supplies or other items owned by a group and used in the library.
• The Library does not provide storage space for individuals or organizations.
• The Library must not be used as the official address or headquarters of any group or organization.
• It is the intent of these policies to prohibit any one group or organization from dominating the use of the meeting rooms. Generally, no more than one meeting per week will be scheduled for any individual group.
• If an emergency requires closing the Library, every effort will be made to notify a contact person for the group. When the Library reopens, reservations will be honored as scheduled.

Revised on June 26, 2007.