(Application form available at bottom of page.)

All Meetings are free and open to the public.

Subject to prevailing time, place and manner of regulations, the library meeting areas may be booked on a first-come, first-served basis for public gatherings of the following types of groups:

1. Community groups with a cultural, educational or civic emphasis under nonprofit sponsorship.
2. Governmental agencies, municipal and state.

Rooms are not available for the following:

1.  For profit organizations.

2.  Groups charging admission fees or asking donations.

3.  Classes conducted by instructors for their profit.

4.  Non-library related groups soliciting or actively selling items or services.

5.   Social gatherings, social activities, unless sponsored by the Library or private meetings not open to the public.

 6.  Rallies or campaigns for specific partisan political issues or candidates.

 7.  Fund raising activities or events, except those sponsored by the Library for funds for the Library.

 8.  Any unlawful purpose not consistent with the U. S. Constitution.

 9.  Activities likely to disturb regular library function.

 10. Press Conferences.

 11. For profit workshops.

 12. Performing arts groups, only when sponsored by the Library.

Reservations

All programs and meetings shall be open to the general public. The Library will make every effort to meet the needs of all disabled persons using meeting room space. No meetings shall be held from which the media is excluded.

Meeting room reservations may be made on the library’s website, in person or by telephone.  The person reserving the meeting room must be at least 18 years of age and must be present at the meeting.  In addition, an adult must be present during the entire use of the facility by the group.  Completion of a Meeting Room Application is required to confirm any booking request.  Applications may be obtained online (click on a branch location at the bottom of the page), at the information or circulation desk of any library location, and may be submitted online, in person, by mail or FAX.   Confirmation of a reservation will be returned by email or telephone.

One reservation at a time may be made by each organization.  A date for the next meeting may be reserved only after the first meeting has been held.  Meeting rooms may not be booked more than 2 months in advance.

No standing reservations may be made.  Booking will be on a first-come, first-served basis.  First priority is given to Richland County Public Library programs, agencies, and affiliated groups such as Friends of the Richland County Public Library for public programs, staff trainings and business meetings.

The Library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using a meeting room either by vandalism, abusive action or other disturbance, or not using the space for the stated purpose of the policy. Rooms will not be available for use by groups or individuals who have demonstrated a history of unreliability in meeting library requirements. Users shall conform to all laws, ordinances, regulations, and library rules. Fire regulations concerning room capacity and access to exits must be observed. Rules regarding smoking, eating, and drinking must be followed.

Non-library groups are encouraged to reserve meeting rooms no more than once a month in a 12-month period, or no more than once a week for six weeks duration.  A site manager may make an exception if demand allows.  Groups are also encouraged to reserve meeting rooms at least 48 hours prior to the date requested.  Rooms are not available for groups prior to their reserved time without approval of the site manager.

Cancellations

The Library requests at least 24 HOUR NOTICE OF A MEETING CANCELLATION, except in the case of inclement weather.   In unforeseen emergencies in which the Library has to cancel a meeting, the Library will attempt to give the group as much notice as possible.  If cancellation is made 24 hours or more in advance, a refund will be mailed by the Library's Finance Office.  If notice of cancellation is not given within 24 hours of meeting time requested, no refund will be given.

Charges for library Locations

There will a charge of $50 for use of the Main Library Auditorium.  The auditorium has a capacity of up to 200. 

Payment must be made in the form of a check when application is submitted.  No cash will be accepted.  If use of a meeting room is denied, check will be returned.

Care and Use of Meeting Rooms

The Main Library Auditorium will be set up in either conference or auditorium style.  Conference rooms are arranged conference style only.  No furniture may be added to conference rooms. Groups may arrange tables and chairs as desired with the requirement that they be returned to their original arrangement. 

Branch meeting rooms must be set up by the groups according to their needs.  Groups are required to return these rooms to their original arrangement.

Refreshments are allowed at some facilities.  Please check with the site manager.  Groups planning to have food and/or refreshments during their meeting must receive approval from the site manager prior to the meeting.  Red punch or foods containing dyes that may stain carpets or furnishings are not permitted.

Simple food may be served by groups provided that the food is brought in ready to serve and the group supplies all utensils.  The group is responsible for complete cleanup afterwards, to include removal of trash.

All meeting rooms must be left in a clean and orderly condition.  Failure to do so may affect future bookings.  Groups must assume all responsibility for damage to library facilities and equipment

Restrictions

Meeting Rooms Available By Branch

Click on the branch name to fill out an online reservation request.

You may click a branch name above to fill out an online reservation request. Meeting room application forms are available at all locations, as well as in .PDF format so you can download and print a copy from outside the library.