Community Room Use Policy

Effective: March 20, 2018

Revised: March 19, 2019

Revised: May 18, 2023

Revised: March 20, 2025

Pulaski County Library District

Community Room Use Policy

A community room at each PCLD branch is available for use at no charge during regular library hours. Room reservations are available to federal, state, county, or city agencies, Pulaski County non-profit organizations, and community organizations whose primary membership is comprised of residents of Pulaski County.

Community Rooms are not available for personal events such as birthday parties, baby showers, etc. or for-profit events.

Use of the Community Rooms in no way constitutes endorsement by the library staff or board of trustees of the viewpoints presented or of the policies or beliefs of those using the community room.

Community Room users are expected to comply with all applicable library policies, including, but not limited to:

Patron Conduct Policy
Filming and Photography Policy
Computer and Internet Use Policy
Unattended Children Policy

Meetings which may disturb regular library functions will not be scheduled.

The following regulations apply to Community Room use and any departure therefrom may be made only the written authorization of the Library Director or Board of Trustees.

Availability and Scheduling

Library and Friends of the Library programs have priority in use of the facility.
Community Rooms are available for use during regular library hours. Meetings must conclude at least 10 minutes prior to the Library’s closing time.
Application for use of the Community Room will be made to the library’s Branch Manager. The room is not considered reserved until a representative from the group has signed the Community Room Policy agreement. For recurring meetings, a new Community Room Policy agreement must be signed when new meetings are scheduled (i.e. an agreement must be signed that includes all scheduled dates) or upon change of a group’s representative.
Groups may generally use the Community Room no more than once a month.
Rooms may be reserved no more than 6 months and no less than 24 hours in advance.
Cancellations must be made at least 24 hours in advance. Failure to notify the library of a cancellation may result in prohibition of future use of the room.
If the library has an unscheduled closing, any Community Room reservations will also be cancelled until the library reopens. Closings are announced on the Facebook page of each library branch.

General Regulations

1. No smoking, alcohol, candles, or open flames are permitted in the library.

2. Use of materials on walls is prohibited without specific approval.

3. The Library reserves the right to attend any meeting except those of governmental bodies closed under RSMo sections 610.010 to 610.200.

4. Groups accept responsibility for the repair or replacement of damaged or missing facilities or equipment.

5. Groups shall obtain permission to use and provide a qualified operator for any equipment used. Use of electrical or other equipment must conform to normal fire and safety standards.

6. Users are responsible for room arrangement and clean up afterwards. Failure to clean the room as requested may result in prohibition of future use of the room.

7. The library does not provide any type of refreshments or dishes/paper products for groups. Groups may use the kitchen facilities in the community room but must provide all supplies and leave the kitchen the way it was found.

8. Any solicitation for donations must not include the name of the Library as a recipient.

9. Groups may not use the Library’s name or address as their own address or headquarters location, or store property at the library. The library’s telephone number may not be placed on publicity, and the library is not a source of information concerning the event. Groups must provide their own contact information for all events.

10. Children’s groups under the age of 18 must be adult supervised.

11. Admission fees, including entry or participation fees for instructional classes, are prohibited. Attempting to raise funds for any purpose during a meeting is not permissible. Sale of products or services is not permitted with the exception that authors conducting book readings and signings may be authorized by the Library Director to offer their books for sale. Groups will not be prohibited from collecting ordinary annual dues provided that such collection is incidental to the purpose of the meeting/event. This regulation may be waived for Library or Friends of the Library programs.

12. The Library does not assume liability for injuries to individuals or damages to personal property that occur as a result of actions of the sponsors or participants before, during, or after activities in its Community Rooms.

13. Due to the public nature of Community Rooms, reservation requests shall not be protected as Library Records but may be treated as public documents.

14. In compliance with 15CSR30-200.15, an age-appropriate designation shall be affixed to any publication, website, or advertisement for any event or presentation. Any publication, website, or advertisement (to include fliers, social media posts, etc.) shall be sent to emily@pulaskilibraries.org for verification. Failure to affix age-appropriate designation to any published information about the event or presentation will result in cancellation and prohibition of future use of any PCLD Community Room. In compliance with 15CSR30-200.15, the age appropriate designation of any event or presentation may be disputed or challenged and the results of any such dispute or challenge shall be disclosed to the public and published on the library’s website.

15. Limited after-hours use of the community rooms may be scheduled, based on library staff availability. All after hours use will be scheduled with the Library Director.