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
Adopted, Library Board of Trustees, January 16, 2001
Amended, Library Board of Trustees, October 21, 2003
Amended, Library Board of Trustees, February 19, 2009
Amended, Library Board of Trustees, July 19, 2011
Amended, Library Board of Trustees, September 18, 2018
Amended, Library Board of Trustees, April 12, 2022
Amended, Library Board of Trustees, September 19, 2023
Amended, Library Board of Trustees, May 20, 2025