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Public Meeting Room Policy

 

1. Public meeting rooms may be used by community-based groups and non-profit organizations when the facility is not in use by the Library. Rooms may not be used for purely social, political, fund-raising or commercial events except those sponsored by the Library or Friends of the Library. The meeting rooms will be available to groups in the community regardless of the beliefs and affiliations of the group/organization or their individual members.

2. Available rooms include the St. Martinville Branch Library’s Meeting Room, the Breaux Bridge Branch Library’s Multipurpose Room, the Breaux Bridge Branch Library’s Conference Room, and the Parks Branch Library’s Meeting Room.

3. It is prohibited for groups/organizations to campaign or rally while using one of the library’s public meeting rooms.

4. Please note that these rooms are not available for individual use. Individuals and small groups in need of meeting space are advised to use of one of the two study rooms available at the Breaux Bridge Branch Library. Additionally, the St. Martinville Branch Library's Louisiana/Genealogy room is able to accommodate 1-2 adults for the purpose of studying.

5. Request forms, provided by the Library (and accessible via links below), must be completed before approval will be granted and the meeting room is reserved. Requests must be submitted by an adult. Youth groups and organizations using these rooms must have an adult sponsor present at all times. 

6. No regularly scheduled meetings will be permitted. No meeting dates will be approved prior to two months in advance.  Additionally, requests should be submitted no less than one week before the date of a meeting. In the event that a reservation must be cancelled, notice should be given as soon as possible.

7. In general, no more than two meetings per month will be approved for any one group or organization. Exceptions to this rule are left to the discretion of branch managers.

8. Meetings must be scheduled during public service hours. Meetings must be concluded no less than 15 minutes prior to closing time.

9. There is no charge for the use of a meeting room. However, a custodial fee of $10.00 will be collected if coffee and/or light refreshments are served. The St. Martinville Branch Library and the Breaux Bridge Branch Library have a 30-cup coffee urn that is available for use if needed. No other kitchen equipment, utensils, or supplies will be provided by the Library.

10. Equipment available for use varies by branch location.  Equipment must be requested in advance and will be provided as available. There is no charge for the use of equipment at the St. Martinville Branch Library or the Parks Branch Library.  Due to the specialized nature of equipment at the Breaux Bridge Branch Library, a $10.00 fee will be collected for the use of equipment at this location.

11. Groups are expected to leave the room clean and orderly and report any damage, spills, etc. Nothing may be attached to or removed from walls, ceiling or floor except on designated display boards or by special permission of the branch manager.

12. Organizations or groups holding meetings shall assume financial responsibility for any damage to any property of the Parish of St. Martin resulting directly or indirectly from the conduct of any member, officer, employee or agent of the organization or any of its guests. Said organizations or groups shall hold harmless the Parish of St. Martin and the St. Martin Parish Library from and against any and all liability which may be imposed upon them, or either of them, for any injury, to persons or property caused by the organization or any person(s) in connection with a meeting or event.

13. It is understood that the Parish of St. Martin and the St. Martin Parish Library assume no responsibility whatsoever for any property placed in the library in connection with a meeting; and that the Parish of St. Martin and the St. Martin Parish Library are hereby expressly released and discharged from any and all liability for any loss, injury or damage to persons or property which may be sustained by reason of a meeting.

14. Use of a meeting room does not imply sponsorship or sanction of any event or program nor does it in any way constitute endorsement of the group’s policy or beliefs by the St. Martin Parish Library.

15. The Director and/or Library Board President is authorized to deny permission to use the Library facilities to any group that is disorderly, exhibits objectionable behavior or violates policy provisions. The Director and/or Library Board President reserves the right to make exceptions to this policy should questions arise concerning use of the Library facilities.

 

St. Martinville Branch Library Meeting Room Request Form

Breaux Bridge Branch Library Meeting Room Request Form

Parks Branch Library Meeting Room Request Form

 

 

Revised August 1998/Effective 1 September 1998

Revised June 2015/Effective 1 July 2015

Revised February 2016/Effective 3 February 2016

Revised August 2016/Effective 1 September 2016