The meeting rooms of Pierce County Library System’s (Library) libraries and the Library’s Processing and Administrative Center (PAC) are provided free of charge as a public service for use by community groups when not in use for Library affiliated or sponsored activities. The Library reserves the right to restrict or deny usage. (See below under, Statement of Authority.)
Designated Library staff members have the authority to approve, renew, or reject requests for use of the meeting rooms and facilities.
Permission to use Pierce County Library meeting room facilities will be denied to any organization and/or meeting with one or more of the following issues:
Permission will also be denied to individuals or groups wishing to book meeting facilities for parties and receptions.
The Library reserves the right to cancel meeting reservations when unforeseen circumstances such as power outages, weather conditions, elections, or conflicts with Library affiliated or sponsored events occur. The Pierce County Library System Board of Trustees holds ultimate authority.
Individuals and groups wishing to use a meeting room may make advance booking for a maximum of two (2) uses per month per facility. The meeting room may be booked three (3) months in advance following the current month. (For example, beginning on May 1st, a group could book the meeting room for any time in June, July, or August.) Exceptions may be made for classes offered for the public by government agencies.
PAC meeting rooms must be booked at least 24 hours in advance of the scheduled meeting and libraries 12 hours.
Persons wishing to reserve a meeting room should go to piercecountylibrary.org to register their group and make an online reservation or contact the specific branch or PAC by phone or in person where the room they wish to use is located. Each group must be approved before reservations can be made and the room occupied. Reservations for meeting rooms must include time for the group or individual to set up and take down tables, chairs, and other furniture, e.g, if your meeting is to occur from 7 - 9 p.m., allow time to set up and clean up, thus reserve the space for 6:30 - 9:30 p.m.
A key must be picked up at least one-half hour before the library branch closes for those using the meeting room after hours. No key is required for use of the PAC meeting rooms.
If a scheduled meeting is canceled, the applicant must cancel the reservation online or call the Library at least one week before the meeting or event. The Library will need to be called if the cancellation is less than a week. Failure to notify the Library within the requested time on two (2) or more occasions may result in loss of future meeting room privileges. Notifying the Library of cancellations ensures that other groups or organizations have access to the meeting room.
Use of Library meeting rooms does not constitute an endorsement by the Library of a program or point of view expressed.
No advertisement or announcement implying such endorsement is permitted. In order to establish the fact that the Library is not sponsoring the meeting, all publicity that uses the name of the Library must include the following statement:
“Sponsored by XYZ Neighborhood Guild” (name of the organization booking the room).
An organization may not use the name and address of the Library as its headquarters or as the official address of the organization. The organization may not use the Library’s address or telephone number for registration or for information regarding the meeting or the organization.
Publicity for events conducted in Pierce County Library System meeting rooms that are by organizations not connected with Pierce County Library System should in no way imply or suggest Library sponsorship of the event.
Board Policy 3.2
Adopted by the Pierce County Rural Library District Board of Trustees, December 11, 1991. Revised August 20, 1998.
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