Reserving and Using Library Rooms Policy

Preamble

Public gathering spaces are intended to be commercial-free environments where groups may come together to learn and exchange information and ideas.

Public gathering places are available to the public regardless of the beliefs or affiliations or groups requesting their use.

Permission to use a public gathering place does not constitute an endorsement by the library of the program or point of view expressed.

The meeting rooms are intended for larger groups. Individuals and small groups may use conference rooms or use a meeting room if there are no reservations that day and they agree to the Meeting Room Public Use Agreement.

Prohibited Activities

  1. No commercial activities.
    • No sales or advertising of products or services, or other direct fundraising activities. No admission or other fees may be charged to individuals attending meetings or programs except for tuition or fees for classes sponsored by tax-exempt educational institutions.
    • Exceptions may be made for library-sponsored groups, programs or events.
  2. No candles or flames of any kind.
  3. The library may not be used to store equipment, materials or supplies.

Library Right of Refusal

The Library Assistant Director (or designee) is responsible for working to resolve disputes that may arise over the reservation and use of library rooms.

Meeting Information and Publicity

  1. Anoka County Library will communicate scheduled meetings (group name, time, date and place of meeting in the room reservation calendar. That information may also be posted either digitally or in print in the library where the meeting is being held.
  2. The Library’s name may not be used in any publicity for non-library sponsored or co­ sponsored meetings except to designate the meeting location. The library logo may not be used.
  3. Anoka County Library may not be used as the official address or headquarters of any organization.

Patron responsibilities

  1. Patrons will comply with federal, state and local laws and policies, including the Anoka County Library Board Reserving and Using Library Rooms Policy.
  2. The person reserving the space determines the intended audience for the gathering.
  3. The contact person for the reservation is liable for any damages to facilities and furnishings.
  4. The contact person shall indemnify, defend and hold harmless Anoka County, its officers, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from a negligent act, omission or error of the group resulting in or relating to personal injuries or property damage arising from the groups’ use of the library.
  5. Failure to follow this policy may result in the loss of future reservation and use privileges.

Cleaning

  1. Normal vacuuming and trash removal are provided. Patrons are responsible for leaving the room in good condition.
  2. If the room requires additional cleaning after a meeting, the contact person for the group will be charged at the rate established in the Anoka County Library Fine and Fee Schedule.
  3. All clean-up must be completed within the time specified on the application and no later than fifteen minutes prior to closing.

How to request a room reservation

  1. Patrons must complete the online room reservation application form and agree to the Meeting Room Public Use Agreement.
  2. Choose a room from the list of reservable meeting rooms and submit a reservation request online
  3. Applicants must be 18 years of age or older to reserve the meeting rooms.
    • Library staff will reserve meeting rooms for walk-in patrons under 18 years of age to use the library that day if a parent/guardian is not present.

How far in advance can rooms be reserved?

  1. Rooms may be reserved up to 60 days in advance.
  2. Up to twelve reservations may be on the books at a time.

Cancellations

  1. Patrons should notify the library as soon as possible if it is necessary to cancel a reservation.
  2. Repeated cancellations or failure to show may affect the ability to reserve meeting rooms in the future.
  3. If meeting/conference room users are unreasonably late for their booked time, library staff reserve the right to book the room for other patrons.

Audiovisual Equipment

  1. Wi-Fi is available in all libraries.
  2. Some meeting rooms have screens and projectors devices. (See Meeting room list for information about specific locations
  3. Groups are responsible for bringing their own computers and cords. Staff are generally not available to provide AV equipment support.

Furniture and Set-up

See Meeting room list for detailed information about furniture available in specific locations. Patrons are responsible for returning tables and chairs to designated positions.

Beverages

Covered beverages are allowed in all rooms.

Food

  1. Light refreshments may be served in large meeting rooms. No cooking, refrigeration, or electrical appliances are available nor may be used. Check the room description for more information.
  2. In rooms where food is allowed, groups are required to provide all supplies and are responsible for cleaning up.
  3. No alcoholic beverages.
  4. Exceptions to this policy are possible for library or county sponsored events or by permission of the Anoka County Library Director.