Meeting Rooms

Purpose

In keeping with its mission, Sitka Public Library (SPL) meeting rooms and study rooms are available to the public for educational, cultural, civic, creative, production, and research purposes, subject to the rules outlined below. Meetings and programs held in SPL library meeting rooms must be free of charge.

Sitka Public Library supports and endorses the American Library Association’s Library Bill of Rights, which states:

"Libraries which maintain meeting spaces, exhibit space or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations."

General

That said, the fact that an organization is permitted to meet at the library does not constitute an endorsement of the organization’s beliefs by the library, its staff, or the Sitka Public Library Commission.

All activities held in SPL meeting rooms must comply with all Sitka Public Library policies, and all applicable local, state, and federal laws.

Room requirement needs of the Sitka Public Library take precedence over outside user groups.

Food and beverages without lids are not allowed in the library or any of its meeting or study rooms without the specific consent of the Library Director.

Users of SPL meeting rooms shall be required to indemnify and hold harmless the Library from any and all claims or actions attributable to the use of the Library facilities.

Reservations/Sign-Up

Organizations, groups, or individuals may reserve rooms up to 30 days in advance for both non-recurring and recurring meetings/events.

Library or City and Borough of Sitka programs and sponsored events have priority in the use of meeting room space. The Library reserves the right to reschedule confirmed meeting room reservations to accomodate library-sponsored programs and events. 

Individuals may sign up for the Small Meeting Room or Study Room 1 on a same day walk-in basis if the room is open at that time and no scheduled reservation is pending. 

Rooms may be reserved for up to 3 hours, with longer usage subject to the discretion of the Library Director.

Reservations are forfeited if the group is more than 15 minutes late without prior notification.

Rooms are available only during the library’s regular operating hours, unless with the specific consent of the Library Director.

Meeting room use rules

Library or City and Borough of Sitka programs and sponsored events have priority in the use of meeting room space. The library reserves the right to reschedule confirmed meeting room reservations to accommodate library-sponsored programs and events.

Promotions or sales of services, products, merchandise, materials or items or solicitations for donations unless authorized pursuant to a library-sponsored program or event, or on behalf of the Friends of the Library, are not permitted. No admission fees may be charged or solicited.

Musical recitals and individual practice sessions are not permitted without the express consent of library staff. Rooms may not be used for birthday and anniversary parties, weddings, funerals, or other personal celebrations.

Meeting rooms are available during hours when the library is open. Meetings must adjourn at least 30 minutes before closing time.

Light refreshments may be served, with specific consent from the Library Director, but groups may not prepare food on library property. Groups are responsible for all cleanup.

Tables and chairs are available at each location. Audio/visual equipment may be available with the specific consent of the Library Director. No other equipment is provided. The group is responsible for setting up, rearranging, and taking down tables and chairs. Meeting rooms must be left clean, in good repair and in the same condition as found. Any group that damages/soils library property will be liable for costs incurred in connection with cleanup and/or repair of such damage and may lose the privilege of using meeting rooms in the future.

Use of this room by an individual or group is NOT permitted for the following: personal family/friend communications; personal business communications, i.e. banking, credit card, airline reservations, etc.; commercial or other for profit business to business communications. No personal cell phone, Skype, or other types of personal calls are allowed in the meeting rooms; No cell phone, Skype, or other types of calls are allowed without prior permission from library staff. (See Appendix A for possible exceptions)

The library is not responsible for theft of/damage to property brought into the library.

In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization in their publicity.

With prior approval, groups may post signs in library-approved locations.

A responsible party age 18 or older must sign the Library Meeting Room Reservation form, and at least one adult age 18 or older must be present when youth groups use the meeting rooms. (For Teen Lab, see Teen Lab policy)

Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshall. All groups, clubs, entities or individuals using a library meeting room must comply with these rules and with all Sitka Public Library policies, and all applicable local, state, and federal laws. Failure to comply with the rules may lead to immediate termination of the meeting, exclusion of individuals from library premises pursuant to the rules, and/or loss of future meeting room use privileges.

Procedures

Rooms may be reserved in person at the library, by phone, or by email. 

All groups must complete and submit a Public Meeting Room Reservation Request Form, and read and sign a copy of the SPL Meeting Room Rules form. Paper application forms are available at the library.

The Library Director will review and approve or deny all applications based on the Public Use of Library meeting room rules.

Any applicant denied use of a library meeting room may appeal the denial in writing to the Municipal Administrator. The Administrator will review the application and respond in writing to the applicant.

Specific Room Descriptions:

Small Meeting Room: The Meeting Room is available for use by small groups, from 4 to 28 persons. This room can be reserved for up to 3 hours, with longer usage subject to the discretion of the Library Director. Individuals may sign up for same day walk-in use if there are no reservations pending.

Study Room 1: Study Room 1 is available for use by 1 to 6 persons. This room can reserved for up to 3 hours, with longer usage subject to the discretion of the Library Director. This room is also available for exam proctoring. Individuals may sign up for same day walk-in use if there are no reservations pending.

Teen Lab: The Teen Lab is available for use by 1 to 7 persons. 

FAQs

How often can I book a Library Meeting Room?
You may book a Library meeting space as many times as availability allows at Sitka Public Library.

How far in advance can I reserve a Meeting Room or Study Room?
Reservations can be made up to 30 days in advance for both recurring and non-recurring meetings/events. 

How long can I reserve a Meeting Room or Study Room for?
Rooms can be reserved for up to 3 hours, with longer use subject to the discretion of the Library Director.

Can I sell products or charge people to come to an event held at the library?
No.

Do I have to pay to use a meeting room?
There is no charge for the use of the Study Room. Meeting room use for events open to the public is free at this time, but all library policies are subject to change without notice.

Can I bring food to my meeting?
Not without the specific consent of the Library Director. 

Can I begin my meeting before the library opens or end it after the library is closed?
Not without the specific consent of the Library Director. Without specific approval by the Library Director, all events/meetings/programs must adjourn 30 minutes before the library closes.

Can I reserve a meeting room on a Municipal Holiday or a day the library is closed?
Not without the specific consent of the Library Director. Reservation requests for meeting rooms for days the library is closed must be made at least 45 days in advance of the event and approved by the Library Director.

May I hang things on meeting room walls?
Not without express consent of the Library Director. If absolutely necessary, only painters tape and sticky back 3M flip chart sheets are allowed to be attached to the walls.

I want to advertise my event. What is the correct way to advertise the meeting location?
The street address is: Sitka Public Library, 320 Harbor Drive, Sitka, AK.

Please include the phone number, email address, or other ways to communicate with the contact person for the event.


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