Meeting Rooms at SCLD

All 10 of the District’s library branches have a meeting room that may be reserved by the public. Size and layout of the meeting rooms vary by branch and there is no charge for many types of use.

Please click on the links below to review meeting room guidelines and rules, including information on how to make a reservation, meeting room capacities and fee schedule. Branch services managers or their designees are available to answer questions and will approve use of the meeting rooms based solely on the District’s meeting room policy. Note that library sponsored events have priority in scheduling the rooms.

MEETING ROOM CAPACITIES AND FEE SCHEDULE

Fees must be paid before use of the room. A cleaning/maintenance fee (minimum $10) will be charged if the room is not left in satisfactory condition.

Fees

The District requires fees for use of meeting rooms for:

• Any use for which attendees are assessed a charge other than a nominal amount to defray the cost of materials or supplies.
• Any use for which there is solicitation for the sale of goods or services.
• Private social functions.

For any other use, the District will not charge for the use of its meeting and conference rooms. The District's recognized Friends of the Library groups and government organizations using the rooms for government purposes may use the rooms without charge.

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RESERVATIONS

• A completed Reservation Request Form and any applicable fees must be submitted to library staff at least two days before the event. Reservations are not confirmed until the form is submitted, the request approved, and any applicable fees paid.
  
• Reservation requests may be made by phone, email, or in person once a current Reservation Request Form is on file.
  
• Reservation Request Forms will be kept on file in the library for one year from the date of submittal. Groups must either submit a new form or review and update an existing form at the beginning of each calendar year.
  
• Requests may be made for one use per month and not more than two (2) months ahead of the present month, e.g., in February, a request may be made for March and/or April. Under special circumstances, approval of a request for room use for a second event during the month may be granted; e.g., to hold a workshop.
  
• In addition to reserving meeting and conference rooms during regular open days and hours, meeting rooms—and conference rooms in some facilities—may be reserved for days and hours when the library is not open. (Temperature settings when the building is otherwise unoccupied are 65 degrees for heating and 80 degrees for cooling. This will not be adjusted to accommodate use outside of regular open hours and days.) A key will be given to the person signing the reservation application form. That person is responsible for securing the building and returning the key.
• Conference rooms in Moran Prairie and Spokane Valley are available for public use outside of regular open hours.
• Conference rooms in Argonne, Deer Park, and North Spokane are available only during hours the library is open.
• Multiple conference room use per month is permissible with approval.

CANCELLATIONS AND REFUNDS

• The applicant must inform the library or administrative office of the need to cancel a scheduled meeting as quickly as possible. Repeated cancellations or failure to notify may result in loss of room privileges.
  
• Refunds of fees paid for room use, due to cancellations, will be issued when requested by the canceling organization or individual prior to the day of the scheduled use. A processing fee of $5.00 will be subtracted from the refund.

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USE OF THE MEETING ROOMS

• Permission to use the rooms includes ordinary use of the furniture and fixtures, including chairs, tables, and kitchenette. The District does not provide kitchen equipment. Persons or groups must provide their own supplies.
• Refreshments and light catered meals may be served. Meal preparation is not allowed. A deposit may be required of groups serving food and/or beverages.
• No alcoholic beverages may be served or consumed on District property.
• Smoking is not allowed in District facilities.
• All libraries have wireless access available. Some audio-visual equipment is available for use at Moran Prairie and Spokane Valley branches. Ask for details.
• Furniture and room set-up are the responsibility of the group using the room.
• Users are responsible for cleaning up and restoring the room to its original condition before leaving. Food garbage must be removed unless other arrangements are approved prior to use of the room.
• Nothing may be affixed or mounted in any way to the walls except where tackable wall surface or hanging appliances are provided.
• The District assumes no liability for theft or damage to property brought onto library property or for injury which occurs as a result of actions of sponsors or participants in activities.
• Meetings of groups whose members are under eighteen (18) years old must be supervised by an adult.
• Persons or groups using the meeting rooms must not distribute materials, such as leaflets or pamphlets, or solicit the purchase of goods or services outside the room.
• Failure to follow meeting room policies and procedures may result in loss of room privileges.

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EVALUATIONS

An evaluation form will be provided to groups and individuals using our meeting rooms. Filling out this form each time a room is used and leaving it at the branch provides the District with information that is used to review the facilities that we provide. We appreciate the feedback.

ENDORSEMENT
No individual or group may state or imply District endorsement or sponsorship of events in District meeting or conference rooms. To establish the fact that the District is not sponsoring the event, all publicity which uses the name of the library or District must include the statement:

    "Sponsored by (name of the organization reserving the room)"

A group or organization may not use the name and address of any District library as its headquarters or in the official address of the organization.


EXCEPTIONS
The District reserves the right to limit the use of the rooms if use would result in interference with the proper functioning of the library. This includes, but is not limited to, creating a situation which limits District activities or customers' access to the library or its services; examples are activities which produce excessive noise or which require use of more parking spaces than can be accommodated at that time.


LIABILITY
The person(s) listed on the registration form will be held responsible for any expense the District incurs as a result of a group or individual's use of the rooms; examples are responsible to false security alarms, lost keys, special cleaning.

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LIBRARY MEETING ROOM USE POLICY

Spokane County Library District makes library meeting and conference rooms available for public use when they are not being used by the District, its recognized Friends of the Library groups, or government organizations using the room for government purposes.

The District will allow use of meeting and conference rooms by any other group or individual, subject to the limitations below. Permission to use these facilities will not be denied to any group or individual because of race, religion, color, sex, national origin, marital status, familial status, age, sexual orientation, or disability.

Payment of a fee is required for the following types of activities of groups or individuals other than Friends of the Library or government organizations:

• Any use for which attendees are assessed a charge other than a nominal amount to defray the cost of materials or supplies.
  
• Any use for which there is solicitation for the sale of goods or services.
  
• Private social functions.

For any other use, the District will not charge for the use of its meeting and conference rooms.

Permission to use District meeting rooms does not constitute or imply endorsement or sponsorship by the District and meeting room users are expected to fully comply with all applicable provisions of law.

The District does not assume liability for injuries to individuals or damages to personal property which occur as a result of actions of the sponsors or participants in activities in its meetings rooms.

The Director is responsible for establishing and administering procedures to carry out this policy.

Adopted by the Spokane County Library District Board of Trustees: November 14, 1974
Latest Revision: January 17, 2006; Last Reviewed and Reaffirmed: October 21, 2008

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