Meeting Room Policy

Meeting Room Policy

Purpose
To establish policy guidelines for the reservation and use of meeting rooms at the Cranston Public Library.

Definitions

Event - Any meeting, program, gathering, or performance.

Group(s) - Any association, organization, corporation, or gathering of individuals however denominated.

Library – refers to the Cranston Public Library, its governing board of trustees and its appointed director.

Library Premises - includes the interior and exterior of any library building or structure, as well as the surrounding land.

Publicity - includes but is not limited to all advertising, flyers, press releases, social media postings, newsletters, and any other method of promoting and marketing the event or meeting.

Policy 

1. It is the policy of the Cranston Public Library (hereinafter “the Library”) to make meeting rooms available to groups for civic, cultural, and educational purposes.
2. Meeting rooms are available during the library’s normal operating hours, at the Central Library and the William Hall Library. 
3. Meeting rooms are not available for individual use, unless otherwise noted in this policy.
4. Meeting rooms are not available for social events, fundraising, or commercial purposes. 
5. The Library subscribes to the tenets of the American Library Association’s Library Bill of Rights, Article VI, which states in part, “libraries which make meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use".
6. Providing use of a meeting room does not in any way constitute an endorsement of a group's statements, presentations, policies, views or beliefs by the Library. The Library shall not be identified or implied as a sponsor of the event or group.
7. All events held in the James T. Giles Community Room, William Hall Library Auditorium, and William Hall Library Program Room must be open to the public unless otherwise noted in this policy. 
8. All use of meeting rooms is approved by the library director or designee.
9. The needs of the Library take priority over all other uses of meeting space. In the event of a scheduling conflict, groups will be given timely notice and the Library will work with a group to reschedule the event subject to availability. If there is no availability, all fees will be refunded.

Meeting Room Reservations

1. A Meeting Room Request Form must be completed for all requests for the use of meeting rooms. Requests may be submitted up to three (3) months in advance. Submitting a Request Form does not guarantee use of the meeting room or the date and time requested.
2. The person requesting a meeting room must be at least 18 years of age. 
3. The Library may charge a fee for the use of a meeting rooms.  All fees are due and payable one week in advance of the event. If fees are not received one week in advance, the room reservation may be canceled. Please refer to the Meeting Room Request Form for the fee schedule. 
4. Groups requesting a meeting room must designate a contact person who shall be its formal representative. Inquiries concerning the event in question will be referred to the contact person.
5. Due to the numerous requests for meeting space, continuing and repetitious use of the meeting rooms by a single group or organization must be limited. See the Central and William Hall space criteria sections for more information.
6. The following meeting rooms must be reserved at least one month in advance: James T. Giles Community Room, William Hall Library Auditorium, and William Hall Library Program Room.
7. Once a space is reserved, the group is not permitted to allow a third party to use the space in their place.
8. Meeting rooms will be denied to anyone providing false, misleading, or incomplete information on a Meeting Room Request Form. 
9. Extended and exclusive use of the Library's meeting rooms for cultural or educational purposes, such as a theater engagement, may be arranged under a separate agreement with the library director.

Use of Meeting Spaces

1. Meeting rooms are available during the Library’s normal operating hours. Groups are required to vacate meeting rooms fifteen (15) minutes prior to closing.
2. The Library assumes no liability for organizations or their meeting attendees using the Library facilities, or for theft or damage to vehicles or personal property while on the premises.  The Library is not responsible for equipment, clothing, or other items left on its premises at the close of a meeting. The meeting organizer jointly and severally agrees to indemnify and hold harmless the Library, and its agents/employees and its Successors and assigns, from any claims, action, liability, loss, damage or suit, arising from the use of the Library facilities.  In the event of any asserted claim, the Library shall provide the meeting organizer reasonable timely written notice of same, and thereafter the event organizer shall at its own expense defend, protect, and hold harmless the Library against said claim or any loss or liability thereunder.
3. Meeting rooms may not be used in any way that interferes with the operation of the Library, or which threatens the safety of patrons and staff. 
4. Committing or attempting to commit any act that violates library policies including the Library Use Policy and any applicable federal, state, or local law or ordinance, on Library premises is prohibited.
5. Posted room capacity, as determined by the fire marshal, will be observed and enforced at all times.¹
6. No admission fees may be charged, no requests for donations are allowed, and no products and services may be sold.
7. Damage to Library premises or property as the result of an event will be charged to the group responsible for holding the event. Groups are required to notify library staff immediately of any spills or damage.
8. Simple refreshments may be served in certain meeting rooms, provided groups use their own supplies and equipment and leave the area in a clean and orderly condition. No food is allowed in the Central Library Seminar Room or the William Hall Library Conference Room; however, covered drinks are allowed in those rooms.
9. Alcoholic beverages are prohibited.  
10. Open flames and candles are prohibited in the Library.
11. The Library makes meeting rooms available for use by other governmental agencies, or their contractors, when available. Agency meetings closed to the public may be approved.
12. Library-related groups or support groups may be exempted from some of the regulations at the discretion of the library director.
13. The Library is unable to provide storage for any group. All items used for the event must be brought in during set up and be removed immediately following the event. A representative from the group must be present to accept any delivery for items needed by the group and take responsibility for their removal afterward.
14. The presenter, not the Library, is responsible for obtaining all rights and clearances regarding copying, performance, display, or distribution of materials for the event.
15. The Library makes its meeting rooms available for non-profit organizations with a valid 501c3 number for Board of Directors meetings, when possible. Board meetings closed to the public may be approved subject to availability. Non-Profit organizations will be required to submit information confirming their 501c3 status to hold events under this provision.
16. Rhode Island elected officials may reserve library meeting space at no charge for official duties or to meet with constituents.
17. Meeting Rooms may be reserved for election activities by candidates or other political entities but will incur the normal charge for using library space. Election night rallies and celebrations are not permitted. No political or campaign information may be posted or distributed on library premises.
18. Groups may not use the name, address, or telephone number of the Library as the official address or permanent meeting place of the organization.
19. The library director has sole discretion to determine the necessity of police presence. The group will cover any costs incurred by the use of police details.

Publicity

1. All publicity shall clearly identify the name and contact information of the group holding the event. The Library shall not be identified or implied as a sponsor. All publicity for the event must include the legible disclaimer “This event is not endorsed by or affiliated with the Cranston Public Library.”
2. The Library does not publicize events scheduled by the public on the Library’s website, social media, or newsletter. 

Cancellations

1. The Library reserves the right to cancel any event due to adverse weather, emergency, or other extenuating circumstances. The Library will do its best to reschedule the event on a mutually agreed upon date and if that is not possible, all fees will be refunded.
2. When the Library closes because of weather or other emergencies, every effort will be made to notify groups scheduled to use meeting rooms. During adverse weather conditions, group representatives should call the library and listen to the recorded message or go to the Library’s website for more information.
3. Groups are required to notify the Library of any cancellations to meeting room reservations at least 24 hours in advance. Failure to do so will result in loss of fees.

Central Library Meeting Space Criteria

The Central Library has the following rooms available for meetings: James T. Giles Community Room and the Seminar Room.

1. Generally, the maximum allowable usage will be once per quarter for the James T. Giles Community Room and once per month for the Seminar Room. 
2. The Seminar Room may be reserved by groups of 2-12 people for up to two (2) hours at a time. Please refer to the Meeting Room Request Form for criteria for reserving the James T. Giles Community Room.
3. Use of the James T. Giles Community Room on Saturdays and Sundays is generally not permitted due to the lack of staff to service the facility.  The James T. Giles Community Room has limited availability during June, July, and August. 

William Hall Library Meeting Room Criteria

The William Hall Library has the following rooms available for meetings: the Auditorium, Program Room, and Conference Room.

1. Generally, the maximum allowable usage of William Hall Library meeting spaces is limited to once per month.  Use of meeting space on Saturdays is generally not permitted due to lack of staff to service the facility. 
2. The Conference Room may be reserved by groups of 2-12 people for up to 2 hours at a time. Please refer to the Meeting Room Request Form for criteria for reserving the Auditorium and Program Room.
3. Theater companies or groups shall not attach scenery or stage sets to walls or floors. They shall not remove lights, stage draperies, or other equipment without written permission.  Any stage sets should be covered to protect floors.
4. Any removal of the piano from the stage area must be done by professional piano movers. Organizations are required to pay for removal and return of the piano to the stage.

Videoconferencing

1. The Library has videoconferencing equipment available for patron use. 
2. The Central Library Seminar Room and the William Hall Library Conference Room are available for events with videoconferencing by individuals and groups from 2-12 people. 

Violation of Policy

1. Failure to comply with the provisions of the Library’s meeting room policy will result in the cancellation of any scheduled use of meeting space and the suspension of future meeting room use.

See also related policies:  Exhibiting, Library Use, Tutoring.

Revision History

Adopted by the Cranston Public Library Board of Trustees on January 10, 2018.
Revised 4/13/2022
Revised 11/9/2022
Revised 1/11/2023
Revised 2/14/2024
Revised 2/11/2026

¹In accordance with NFPA 1: Fire Code (2021) and the Cranston Fire Department.