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Meeting Room Policy

Meeting Room Policy

As a community service, meeting rooms are available for use by members of the public when not being used by the Library. Library sponsored and co-sponsored programs have priority over all other room reservations.  Groups may be denied use of meeting rooms or asked to reschedule a previous room reservation if a conflict arises with a Library sponsored function. Rooms are available for use, within the guidelines and priorities of the “Meeting Room Policy,” by all groups regardless of the beliefs or affiliations of any group or its individual members.

As a noncommercial, governmental service, the Library reserves the right to determine if the sole or primary purpose of a meeting is for the commercial promotion or sale of any product or service and to prohibit meetings determined to be primarily for this reason.

No funds of any kind or admission fees may be solicited or collected at the Library.  Sale of products or services is not permitted on Library property.  Programs whose main purpose is to sell a product or service will not be allowed.

Group activities may not interfere with the conduct of library business.  Activities of a vigorous or dangerous physical nature such as aerobic exercise or gymnastics classes are not permitted. Activities  involving  the  presence  or  use  of  any  firearms,  live  ammunition,  or  hazardous substances are not permitted. (This restriction is not intended to preclude use of the facilities by law enforcement personnel in the normal scope of their duties.)  Meeting rooms may not be used for purposes prohibited by City, County, State, or Federal law.  Meeting Room users must abide by the posted “Rules of Conduct.”  Attendance may not exceed posted legal capacity.

The booking of a group, and the content of its subsequent meeting, does not constitute an endorsement of, or any opinion about, the philosophy of such group by the Library or the City. The Library only promotes Library related or co-sponsored programs.

Meeting rooms are available only during the posted open hours at any location. Requests for reservations will be acted upon within 5 business days.

Failure to abide by the Library’s Meeting Room Rules may result in loss of the privilege to reserve and use meeting rooms, and may also result in the Library staff’s immediate termination of such scheduled meeting and removal of such group from the Library.   In addition, fees will be assessed against the reserving party for failure to abide by Meeting Room Rules.  The individual reserving and using a meeting room is required to have a valid library card and be in good standing with the Library. Neither the name nor the address of any of the 18 branches of the Albuquerque Bernalillo County Library may be used as the address or headquarters of any organization meeting in the library.

Only Library Administration may grant exceptions to the Meeting Room Policy and Rules or deny library meeting room privileges as a result of violations of the policy and/or rules.

Approved: City Attorney’s Office-November 2015. Adopted by the Library Advisory Board November 2015.

Meeting Room Rules

Meeting Room Rules

  1. Reservations are made through the individual library, either on-line, by phone or in person, and are scheduled on a first come, first-serve basis. The Library and City of Albuquerque and Bernalillo County always have first priority.
  2. Rooms may be reserved up to 6 months in advance.  No more than 12 meetings may be scheduled during that six month period. The reserving party must agree to the Library’s Meeting Room Policy and Rules of Use prior to the confirmation of a reservation to use the space.
  3. No food or drink will be allowed in the rooms without prior permission.  If permission is granted, a fee will be charged.
  4. No funds of any kind, nor admission fees may be solicited or collected at the library.  Sale of products or services is not permitted.
  5. The individual reserving the room is required to have a valid library card in good standing and be at least 18 years old. All reservations must include a library card number before being approved. This person will be designated as the responsible party.
  6. The individual reserving the room will be responsible for the group’s orderly conduct, including no food or drink, while using the rooms. No candles, open flame or incense may be used during use of the room. Setup and cleanup of the tables and chairs, including returning furniture to the original locations, is the responsibility of the reserving party. Open aisles must be maintained to provide clear access to all exits at all times. Failure to leave the meeting room space in the same condition as when the group arrived will result in a cleaning fee of $25 or more charged to the reserving party and/or loss of the privilege to reserve Library meeting rooms.
  7. Any group that reserves meeting room space and fails to use the space at the specified time without notifying the Library in advance may lose the privilege of reserving library meeting rooms for up to six months.  Reserved rooms will be held for 15 minutes before being given to another group wishing to use the space.
  8. Unless prior arrangements are made, and the program is co-sponsored by the library, use of the meeting room does not include use of the Library’s network connections or any equipment.

  9. Nothing can be displayed or affixed to walls.  All display materials must have prior approval. Display materials may not interfere with normal Library business. The Library does not provide publicity for events not sponsored or co-sponsored by the Library.

  10. Meeting rooms are available during hours the Library is open. Meeting rooms must be vacated 15 minutes before the Library closes. Any group or individual who does not vacate in a timely fashion may be subject to the loss of meeting room privileges for up to six months

  11. The Library does not permit groups to store their property in Library buildings. No group may consider the Library its permanent meeting place nor may any group use the Library as its mailing address. Group activities and room use may not interfere with Library business. The Library reserves the right to enforce fire codes, noise limitations and Library Building Rules. The Library establishes capacity for each room. Groups are responsible for ensuring that attendance at meetings does not exceed capacity.

  12. The Library reserves the right to cancel any reservation for failure to follow Library policy or rules, to preserve a safe environment, or for any emergency that may arise.

  13. Library managers will determine whether or not Library cards will be used to reserve study rooms and if individuals younger than 18 may reserve a study room. Otherwise, both the Meeting Room Policy and the Meeting Room Rules of Use cover the use of study rooms.

  14. Failure to abide by these rules and Library Building Rules, may result in fees or loss of the privilege to reserve Library meeting rooms and study rooms.

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