Meeting Room Policy

The Rolling Hills Consolidated Library meeting rooms are made available for use by non-profit organizations, government agencies, and groups and individuals engaged in educational, civic, cultural, and intellectual activities.  RHCL staff will treat all qualifying groups fairly and equitably in allocating meeting time and space.  When an individual or group is permitted to use a library meeting room, that does not in any way constitute an endorsement by the library of the group’s policies or beliefs, and no claim to that effect nor claim to library sponsorship may be used, explicitly or implicitly, in advertising meetings held in library meeting rooms.  Neither the name nor the address of the library may be used as the official address or headquarters of any organization that uses a library meeting room.

Availability and Fees

• The Meeting Rooms are made available free of charge to not-for-profit groups and individuals in the community. 
  The Meeting Rooms may be rented by for-profit organizations or by businesses for non-commercial use (such as training seminars, legal depositions, etc.), to which the public is not invited. The Library Board will set the fee for meeting room use. 

Rules

1. Library-sponsored programs, including those of the Friends of the Library, the Foundation, and the Library Board, will receive first priority. 
2. The purposes and objectives of individuals, organizations, or groups reserving meeting rooms must not violate the public interest. 
3. The library will NOT reserve its meeting rooms for: 
   1. Private parties, including birthdays, weddings, anniversaries, graduations, reunions, retirements, showers, or any other private celebratory event.
      
   2. Events promoting specific political candidates for office. 
      
   3. Non-library related groups selling or promoting items or services.
      
   4. Activities likely to disturb regular library functions. 
   5. Individuals, organizations, or groups presenting programs the primary purpose of which is the disparagement or denigration of another individual, organization, or group. 
4. All individuals, groups, or organizations scheduling a meeting room must submit an online request for a room reservation. Library staff may assist in filling out the form.
   
5. No admission fees, donations, or collections will be allowed for any event scheduled by outside groups or individuals in library meeting rooms. Pass-through costs for educational materials may be collected.  Private tutoring is allowed, and use of study rooms or meeting rooms is encouraged so conversations between tutors and tutees are not disturbing to others.
   
6. Library-sponsored events for the purpose of raising funds for the library are allowed. 
   
7. Organizations or groups desiring to use library equipment in the meeting rooms must request permission for its use when applying for the meeting room. Any group using such equipment shall assume full responsibility for any damage to equipment while it is in their possession. At least 48 hours’ notice is required for technology equipment setup.  Please be on notice that the library does not have technology staff available evenings or weekends.
   
8. The person or group making the reservation is responsible for room arrangement. Chairs and tables will be made available as requested on the room reservation form and in accordance with room size limitations.
   
9. No materials, equipment, or furniture belonging to the organization will be stored on library premises, and the library will not assume responsibility for any materials or items left on the premises.
   
10. Alcoholic beverages are strictly prohibited.  Groups using library meeting rooms are asked to not serve red or dark colored beverages.  Light refreshments may be served but must be catered or brought in by the group, as well as all supplies and service pieces. The library expects reasonable clean-up of the space used, including all trash picked up and spills wiped up.  If the carpet or furnishings are soiled beyond normal usage by attendees, the organization or individual will be billed for the cost of cleaning. 
    
11. No tape or other adhersives should be applied to walls or other surfaces.  Do not use glitter or confetti in decorations.  No library furnishings or wall decorations may be removed from a space.  Damage to the room or equipment or furnishings or excessive clean-up will incur additional charges.
    
12. The use of the meeting room must not detrimentally affect the Rolling Hills Consolidated Library’s insurance coverage limitations.
    
13. If a meeting room is cancelled, the library must be notified at once unless unexpected hazardous weather or other emergencies occur.  If a library facility is closed for weather or other unforeseen condition, all scheduled room reservations will be cancelled as soon as possible.  
    
14. In general, meeting rooms may be reserved up to three months in advance of the current date.  Some requested uses may be made further in advance with approval of the Library Director.   
    
15. Because the purpose of providing the meeting rooms is to make them available to as many community groups as possible, reservations will be taken on a first-come, first-served basis.  
    
16. The Library Director or designee may approve meeting room usage outside of these rules upon request.  Appeals regarding meeting room decisions will be directed to the library Board of Trustees. 
    
17. It is the responsibility of any organization or individual reserving a room to have age-appropriate designations affixed to any publication, website, or advertisement for such event or presentation as outlined by Missouri State Regulation 15 CSR 30-200.015.
    

Approved by the RHCL Board of Trustees on May 23, 2006; Updated December 8, 2015; May 28, 2024.