Meeting Rooms
Rules and Regulations
Approved by Library Commission April 4, 2024
The meeting rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The meeting rooms are available to all, including religious and political groups. The content of meetings is determined solely by the individuals or groups holding the meetings. The library does not support or endorse the viewpoints of the individuals or groups that meet in its facilities, individuals or groups using library meeting rooms must not use advertising and publicity which imply that their programs are sponsored, co-sponsored or approved by the library, unless permission to do so has been previously given by the Library Director. The library encourages the widest possible use of its meeting rooms by the community within the framework of this policy. Abuse of meeting room privileges may be grounds for denial of permission for future use.
- Meeting rooms are considered private space.
- 18 years and older can reserve meeting room space. 13 years and older with authorization of library staff for educational purposes can use the study rooms.
- Direct sales are prohibited, and no fees can be charged by groups or individuals using library meeting space.
- Meeting rooms are available during scheduled library hours only.
- Cancellations must be received 24 hours prior to the scheduled booking or limitations may be placed on the individual/organization's ability to book a meeting room in the future. Failure to arrive at the time of booking will result in reservation being cancelled 15 minutes after the booking time to allow for other patrons to use the room.
- Meeting room reservations end 30 minutes prior to library closing.
- Library programs have priority over all other uses. Other programs will be schedule on a first-come basis.
- AV equipment is available in the Multipurpose Room. Contact person must arrange training in advance with library staff. Use of this equipment may be restricted by the availability of staff to assist with support.
- All meeting room users must abide by the library’s Code of Conduct.
- Reasonable care of the room and its furnishings will be the responsibility of any person/group using the facility. If excessive cleaning or repairs are necessary, the contact person is financially responsible.
- Attendance must not exceed the fire code regulations.
- The Library Director and/or designated staff members have the authority to accept, renew, or reject requests for use of the room under the established policy. To promote the accessibility of the meeting rooms to a wide variety of community groups, the library may limit meetings for any organization.
- Musical recitals and individual practice sessions are not permitted without the express consent of library staff. Rooms may not be used for birthday and anniversary parties, weddings, funerals, or other personal celebrations.
- Prior approval must be given by Library Director to serve light refreshments.
Reservations:
- Rooms may be reserved up to 30 days in advance.
- Library programs and sponsored events have priority in the use of meeting room space. The library reserves the right to reschedule confirmed meeting room reservations to accommodate library-sponsored programs and events.
- Rooms may be reserved for up to 3 hours, with longer usage subject to the discretion of the Library Director.
- Multipurpose Room reservation requests require filling out an application for each request and is dependent on approval.
Specific Room Descriptions:
- Study Room 1 & 2: is available for use by 1 to 6 people.
- Small Meeting Room: available for use by 5 to 13 people.
- Multipurpose Room: max occupancy for assembly & performance is 106 or 66 people.
Guidelines for Multipurpose Room Use
- Contact person is responsible for set-up and clean-up of MPR.
- AV equipment is available for use. Contact person must arrange training in advance with library staff. Use of this equipment may be restricted by the availability of library staff to assist with support.
- All programs must finish up 30 minutes prior to library closing. Library staff will interrupt programs if necessary.
- Food is allowed with prior approval by Library Director and host is responsible for all cleanup. All garbage must be removed from the library.
- Library staff are the only people authorized to operate the dividing wall.
- Groups or individuals that organize a program are expected to reorganize the room to the state in which it was found prior to the event and leave no mess or additional work for library staff to restore the room.
FAQs
How often can I book a Library Meeting Room?
You may book a library meeting space as many times as availability allows at Sitka Public Library.
How far in advance can I reserve a Meeting Room or Study Room?
Reservations can be made up to 30 days in advance for both recurring and non-recurring meetings/events.
How long can I reserve a Meeting Room or Study Room for?
Rooms can be reserved for up to 3 hours, with longer use subject to the discretion of the Library Director.
Can I sell products or charge people to come to an event held at the library?
No.
Do I have to pay to use a Meeting Room?
There is no charge for the use of the Study Room. Meeting Room use for events open to the public is free at this time, but all library policies are subject to change without notice.
Can I bring food to my meeting?
With the Library Director's permission.
Can I begin my meeting before the library opens or end it after the library is closed?
Not without the specific consent of the Library Director. Without specific approval by the Library Director, all events/meetings/programs must adjourn 30 minutes before the library closes.
Can I reserve a Meeting Room on a Municipal Holiday or a day the library is closed?
No.
May I hang things on meeting room walls?
With approval only 3M self adhesive charts may be placed on the walls.
I want to advertise my event. What is the correct way to advertise the meeting location?
The street address is: Sitka Public Library, 320 Harbor Drive, Sitka, AK.
Please include the phone number, email address, or other ways to communicate with the contact person for the event.
