Meeting Room Policy

Amended by the Board of Trustees 5/20/2025
Meeting Room Policy (PDF)

The East Greenbush Community Library provides meeting rooms for public use when not reserved for library-sponsored functions. This policy governs their use.

General Policy

• The Library follows ALA guidelines ensuring equitable access, regardless of beliefs or affiliations.
• Use of a meeting room does not imply Library endorsement of any group, individual, or event.
• Permission to use a meeting room is non-transferable.
• User must comply with all Library policies, including the Code of Conduct and the Photography and Filming Policy.
• The Library is not responsible for personal property.
• Unreserved meeting rooms are open for public use.
• The Library Director or designee has final approval authority over reservations.

User Responsibilities (designated meeting room borrower)

• Users must supervise setup, cleanup, and restore the room to its original condition (except chairs and tables).
• Activities must remain within the reserved space and not extend into hallways/other library areas.
• Users are responsible for damages, with a minimum charge of $50; Non-payment may result in forfeiture of future reservations.
• The Library may revoke access for violations of this policy and any other applicable library policy violations.

Eligibility – Meeting rooms are available for:

• Individuals, community groups, organizations, and businesses for educational, cultural, intellectual, or recreational purposes.
• Workshops, planning sessions, and training conferences (fees may be collected in advance by the sponsoring organization).
• Non-commercial activities (no private parties).

Prohibited Activities

• Disruptions to Library operations.
• Violations of Library policy.
• Harassment of staff or patrons.
• Smoking, vaping, drug use, or pyrotechnics.
• Use of flammable materials or smoke machines.
• Use of alcohol.
• Direct sales or solicitations.

Meeting Room Use Guidelines

• Attendance must not exceed room capacity.
• Food and non-alcoholic beverages are permitted if noted on the application.
• Users must operate audiovisual equipment independently and are responsible for any damage.
• Photography and filming must comply with the Library policy.
• The Library may record, photograph, or broadcast events.
• Library personnel may access rooms at any time and monitor for policy compliance.
• Decorations, signage, or adhesives require prior approval and are prohibited outside reserved meeting space.

Reservations
Advance Reservations

• A valid library card in good standing from any Upper Hudson Library System member library is required.
• Users must complete a Room Reservation Request.
• Reservations must include setup, cleanup, and equipment requests (same day equipment requests are not guaranteed).
• Reservations to meeting rooms, except for the Hurr Education Center, can be made up to two months in advance.
• Up to 12 advanced reservations per year, per user.
• Standing reservations are not permitted.
• Consecutive use is subject to availability and case-by-case approval.
• Meeting room use is limited to 2 hours.

Same-Day Reservations

• If a meeting room is unreserved, a same-day reservation for two hours may be made with library staff.
• Extensions may be granted if the room remains available.

Cancellations & Library Authority

• At least 24 hours’ notice will be given for unavoidable cancellations when possible.
• The Library seeks to honor all approved meeting room reservations; however, the Library reserves the right to cancel reservations for library programs or Board of Trustees meetings in unusual circumstances.
• Meeting rooms may be closed due to weather or emergencies; users will be notified via the Library website and shall be responsible for communicating with any attendees
• The Library may interrupt, stop, or cancel events for public safety concerns or policy violations. No damages or compensation will be provided.
• Library Director has final authority on room use and may grant, refuse, or revoke permission.

User Cancellations

• Users must provide at least 24 hours’ notice for cancellations or delays.
• Reservations are forfeited if a group is more than 15 minutes late without notice.
• Failure to notify may result in suspension of future reservations and/or use of this privilege.

Publicity & Marketing

• Publicity is the sole responsibility of the organizer.
• The Library may not be listed as a sponsor or contact for an event.
• Promotional materials must state: “This event is neither sponsored nor endorsed by the East Greenbush Community Library.”
• Flyers, banners, or advertisements are prohibited in Library windows, hallways, or outside the building.

Additional Guidelines

• Reservations are first-come, first-served.
• Meeting room use must not disrupt Library operations. Organizers are responsible for maintaining order.
• Self-serve with minimal staff assistance.
• Users must leave rooms clean. Cleaning fees may be assessed if staff cleaning is required.
• Misuse or damage may result in fees and/or loss of reservation privileges.
• The Library provides tables, chairs, and pre-approved equipment; users must supply and remove additional items.
• Police or fire protection, if required, must be arranged and paid for by the user.
• Meetings may begin 30 minutes after Library opening and must end 15 minutes before closing.
• Library personnel must always have access to meeting rooms.

Policy History