The library welcomes community use of meeting rooms. To facilitate use, please follow these rules.

Purpose

The purpose of the Wilson County Public Library (WCPL) Meeting Rooms Policy is to provide fair and equitable access to the Library’s meeting spaces.  The policy is structured to give priority to groups working to address community needs identified in the Library’s 2021-2026 Five Year Plan, including:

• Literacy
• Food access
• Economic empowerment
• Formal education support
• Racial equity and social justice 
• Voter education and participation 

Access

An active library account is required to reserve meeting space.  A completed meeting room application must be submitted and must include the contact’s name, address, phone, and library card number.  The purpose of the meeting must be clearly stated, as well as the expected number of attendees, the meeting space desired, the need for kitchen access (where available), and any equipment needs.  The Library reserves the right, if necessary, to re-assign space based on the number of expected attendees.

Organizations whose goals are closely aligned with the goals identified in WCPL’s Five-Year Plan are encouraged to consider partnering with the library for the programs or services they provide.  Partnering with local organizations allows the Library to expand its program offerings and to leverage funding to better meet community needs; therefore, Library partners are exempt from many of the limits applying to other organizations.  

Requirements & Restrictions 

• Assembly Room and Conference Room reservations by non-partnering organizations are limited to twice in a single month and 12 times in a calendar year.  These rooms may not be reserved more than three months in advance.  Study Rooms, Children’s Tutoring Rooms, and the Maker Space may be reserved as needed for two-hour sessions, or more depending on demand. 
• Meeting room users are required to include the name of the sponsoring group in any advertising or announcements and to report the number in attendance to library staff after each meeting. 
• Meetings in all locations may be observed by Library staff.    
• Library staff cannot take messages for attendees nor be responsible for personal belongings.
• Non-partnering groups may collect membership dues but not admission fees.  Solicitation and sales are not allowed.  Library hosted programs may include sales for books, for example during author programs and Friends book sales.
• Meeting rooms are available for use during normal library hours and must be vacated 10 minutes prior to Library closing.  
• After-hours use of the Main Library Assembly Room can be arranged with prior approval. 
• Equipment must be reserved, and a group member designated to schedule training with library staff on equipment operation prior to use.  
• Users are expected to leave the room as they found it, including putting trash in receptacles, returning equipment and furnishings to the original configuration.  The primary contact listed on the application form is responsible for extra cleaning costs resulting from the use of meeting rooms, and for any damage to the building or equipment. 
• Meeting room space is limited; therefore, 24-hour notice of cancellation is required.  Two no-shows without such notice will result in suspension of meeting room privileges for the individual or group in question.  A request for reinstatement must be made to the Library Director. 
• Meeting rooms may not be used for illegal activities of any kind, including but not limited to hate speech or activities that threaten our democracy or the constitutional rights of others. 
• The Trustees of the Library reserve the right to permanently deny further use of meeting rooms or space to any individual or group in violation of Library policies.

Last modified January 20, 2022