The Meade County Public Library supports community engagement by providing access to designated public spaces for meetings, programs, and events. This policy outlines which areas are available for public reservation and clarifies the library’s role in managing all content and usage of its facilities.
I. Purpose
This policy ensures the consistent, fair, and appropriate use of library spaces while preserving the library’s mission, ensuring the comfort and safety of all patrons, and maintaining uninterrupted public service.
II. Reservable Public Spaces
Community organizations or groups may reserve the following areas for meetings or public events: the Community Meeting Room(s), the Library Annex (when available), and Study Rooms. When not used by the library, these spaces are available on a first-come, first-served basis. Library-sponsored or co-sponsored events receive scheduling priority.
To request a reservation, individuals should contact the library directly. Reservations must be made in advance and are not confirmed until library staff approves. Access to reservable spaces is granted on a viewpoint-neutral basis and following the guidelines of this policy.
III. Library-Managed Spaces
All other library areas—including lobbies, hallways, general seating areas, and display spaces—are not open to reservation or public content placement. The library Director or designee curates these areas to align with the library’s mission and community needs. Unless otherwise approved, reservable meeting spaces should not be prominently visible or disruptive to general library operations or patrons using other areas of the facility.
IV. General Use Guidelines
Events must be civic, educational, cultural, or informational. Private social functions, political fundraising, and direct sales are not permitted. All events must be free and open to the public.
Individuals reserving a room must be at least 18 years old and are responsible for room setup, cleanup, and any damage incurred. A fee may be charged to restore the room to its original condition or to repair damages. Meetings must not exceed the posted maximum occupancy. Rooms will only be held for 15 minutes past the reservation time. Library staff may use meeting rooms as part of their official duties.
Food and drink are permitted in the Library Annex if requested in writing and approved in advance. In Community Meeting Rooms and Study Rooms, only light snacks and lidded beverages are allowed. No kitchen facilities are available for public use.
Patrons with reservations near the library’s closing time must vacate the building before the scheduled closing hour. The library director must approve any use of library space outside regular hours in advance.
Alcohol, open flames, and hazardous materials are strictly prohibited. Animals are not permitted unless they are trained service animals under the Americans with Disabilities Act (ADA) or are otherwise approved in writing by the Library Director.
All users must comply with the Library’s Code of Conduct. Behavior that threatens safety, incites violence, or significantly disrupts library operations may result in immediate removal from the premises and suspension of future room access.
V. Commercial and Group Use
Commercial use is generally prohibited. Exceptions may be granted for non-promotional purposes such as employee training or testing. Business programs must remain strictly educational and may not include product promotion or solicitation. No fees, dues, or sales activities are allowed without written approval. Use of the space for activities involving collections or contributions is also prohibited without prior written authorization from the Library Director. Exceptions may apply in some instances, including practices typical of recognized community or faith-based groups.
VI. Health-Related Events
Health organizations offering free clinics or services (e.g., screenings, vaccinations, blood drives) must provide current liability insurance before room use. These events must be approved and may not involve participant charges or fees.
VII. Publicity and Endorsement
Use of library facilities does not imply endorsement by the Meade County Public Library of the event, group, or content. The library’s name may only indicate the event’s location. The library’s name, logo, images of the building or staff may not be used in advertising or promotional materials without prior written approval. All publicity—including print, digital, or social media—must include the following disclaimer: “This event is not sponsored or endorsed by the Meade County Public Library.”
Any signage or visual displays associated with a reserved event must remain in the space. They may not be posted in or visible from general library areas without prior approval from the Library Director.
VIII. Community Commitment
The Meade County Public Library exists to serve as a welcoming space for all members of our community. We strive to provide access to programs and events that foster learning, connection, and shared understanding. In keeping with this vision, the library reserves the right to decline requests that substantially interfere with library operations, violate library policies, or disrupt the inclusive and respectful environment we are committed to maintaining.
Any concerns or appeals regarding meeting room use decisions may be submitted in writing to the Library Director for review.
Adopted 5/19/25