The following guidelines have been established to govern the use of meeting facilities in branch libraries of the Central Arkansas Library System (CALS). Libraries may establish additional guidelines, provided they do not conflict with these guidelines. All additional guidelines must be approved by the appropriate supervisor. Main Library Meeting Room procedures may differ from those established for the Branch Libraries.

General Guidelines

• CALS does not discriminate with regard to race, religion or creed, color, sex, age, disability, veteran status, national or ethnic origin, gender identity or expression, sexual orientation, or marital or familial status in making meeting facilities available to any person or group.
• Library and library-sponsored activities have priority in the use of meeting space.
• Meeting facilities are under the supervision of the staff of each library.
• CALS reserves the right to have a member of its staff present at scheduled events.
• Anyone using the meeting facilities assumes responsibility for damage to the rooms and their contents. The library is not responsible for items left unattended.
• The library does not charge for the use of audiovisual or other equipment but may charge the user any reasonable repairs caused by misuse or abuse of the library’s equipment. Each library should verify that equipment is working after it has been used by any group.

Registration

• Registration and booking of meeting rooms are handled through the CALS website utilizing specific software. While patrons may register online, temporarily holding reservations, all meeting room bookings are subject to review and final approval by CALS staff.
• Any comments and notes about the performance of any person or group using the library’s meeting facilities may be retained at the location, as a basis for determining future access to CALS’s meeting facilities.
• Supervisors will inform Administration in writing of the name(s) and circumstances of any group or individual who is suspended from using library meeting facilities, and the reason for taking that action.

Scheduling

• Meeting facilities are available only on days the library is open. Libraries with meeting facilities that are accessible apart from the library itself may be scheduled for meetings that begin no earlier than 8:00 a.m. and end no later than 9:00 p.m. If a key is required, the individual must provide valid identification at time of pick up. A deposit may be charged for a physical key, and that deposit will be returned if the room is undamaged and clean when the key is returned to the library. Deposit fees may be waived for groups who have proven their reliability by past usage.
• Supervising adults must be present for meetings extending beyond normal hours of operation for groups whose primary members are under the age of 21.
• At branch libraries, meetings that begin or end outside normal hours of operation may not be social events (of which the primary purpose is fellowship, eating/drinking, and social interaction) such as birthdays, dances, showers, etc.
• Long-term scheduling: Meeting room bookings are limited to the timeframe of 90 days from the date of booking.

Use of Facilities

• Except for library sponsored fund-raising events, meeting facilities may not be used by any person, group, or business for the immediate point of sale for goods, merchandise, or services or be used as a de facto place of business. Users are prohibited from using the facilities to directly or indirectly sell commodities, services, or merchandise, or to solicit any individual as a future customer. Determination of appropriate use of library facilities in this regard will be made by the Branch Manager and/or Executive Director. Groups who are denied use of the facilities for this reason may appeal the decision to the Executive Director.
• Users of meeting facilities may not charge a fee, except to recover out-of-pocket costs, for the meeting. Out-of-pocket costs are limited to expenses such as food, printing costs, and reasonable honoraria for guest speakers.
• Business or private enterprises wishing to present public service programs must submit a program proposal to the Branch Manager, who will forward it to the Executive Director for approval. Branch Managers or the Executive Director may require business references before approval is granted. The business may hold one such program per year at any one library in the system. No business or private enterprise may take names/addresses of participants or distribute literature that advertises their business at any meeting.
• In accordance with the mission of the library, private tutoring is allowed in CALS facilities, providing there is no monetary exchange between the student and tutor inside the library. Tutors may not reserve meeting space in advance but are permitted to use the study rooms and open space in reading areas as available on a first-come, first-served basis. The library reserves the right to limit tutoring activities if space resources are monopolized or activities interfere with library operations. Tutors and students must comply with all of CALS’s rules and regulations while conducting their activity. Tutors may not publish or distribute advertisement or letters identifying any CALS location as their place of business or imply library sponsorship of their activities. The Branch Manager and Executive Director have final discretion as to whether the activity being conducted is tutoring and permissible under this policy.
• Except for recruitment for state, federal, or local government personnel, meeting facilities may not be used to establish any employer-employee relationship. Meeting facilities may be scheduled by companies for job interviews, providing the meeting is not a general attempt to recruit employees.
• Candidates for political office, or persons involved in issue-oriented campaigns, may use branch meeting facilities provided fundraising events do not occur on library premises.
• No alcoholic beverages may be served on branch library property at any time.
• No beverages containing red, orange, or green dyes may be served at any location.
• No chafing dishes, grills, or other accessories with open flames are allowed unless provided by a licensed caterer.
• All library users are responsible for proper disposal of trash and clean-up immediately following their meeting.
• No decorations or other items may be affixed to interior surfaces with adhesive.
• A minimum of 48 hours’ cancellation notice is expected. Failure to provide such notice for two consecutive
meetings may result in denial of meeting room privileges at all CALS locations for six months.

Fees & Deposits

• Meeting rooms may be rented for $25 per hour. Multiple hours and/or multiple days may be booked simultaneously at the same rate. There is no discount for extended use. Waivers may be available in certain situations, such as events that are open to the public. Individuals may inquire about fee waivers on a case-by-case basis.
• Additional fees will sometimes be required for events in certain locations, or for large meeting spaces at the Main Library. These can include but are not limited to after-hours Safety Officer requirements. Exceptions vary by location and event, and all fees must be paid in addition to the hourly room costs before bookings are finalized.
• Food and beverages may be served in meeting facilities. The serving of food or beverages must be incidental to the meeting and may not be the primary purpose of a non-social gathering. Refreshments must be consumed within the meeting facilities, and individual portions may not be taken outside the rooms. Food may not be served in the library if the manner of its preparation or distribution causes undue disruption to library services. Any abuse of this privilege will result in the offending group being denied access to the library’s meeting facilities.
• Except for library-sponsored or co-sponsored events, meeting rooms may not be used as a distribution point of food (e.g., food pantry, free meals, etc.
• All required fees must be paid within 7 days of booking to avoid automatic cancellation.

Disclaimer Statement

Groups who announce their meetings must include the following disclaimer in their announcements: “Use of Central Arkansas Library System meeting facilities does not constitute endorsement of the beliefs, viewpoints, policies or affiliations of the user by the library board or staff.”

Record Keeping

Branch Managers are to keep accurate records on meeting room use and may develop any forms, etc., to meet their particular needs. Persons or groups who misrepresent their status in order to use CALS meeting facilities, or who disregard any of the rules set forth in this procedure or demonstrate disregard of the Rules of Conduct (B.P. 400) will be suspended from using meeting facilities throughout the library system.