Policy Title: Meeting Room
1. Definition
The St. Johns County Public Library System (SJCPLS) provides meeting rooms for eligible users and organizations that complement or promote SJCPLS’s mission and goals. SJCPLS/County/Friends of the Library (“FOL”)-sponsored programs receive priority for use of meeting rooms.
2. Purpose
The purpose of this policy is to ensure fair and appropriate use of SJCPLS meeting rooms while supporting the Library’s mission and maintaining a non-commercial, non-political environment.
3. Scope
This policy applies to meeting rooms designated for public use at all SJCPLS locations and includes specific guidelines to be followed.
4. Eligible Use
Meeting rooms are a limited resource and are available to:
• St. Johns County permanent residents with a library card in good standing,
• Paid non-resident cardholders in good standing.
Meeting room requests will not be processed for individuals who have expired library cards, overdue library materials, or unpaid fines and fees.
All meetings and programs must be open to the public. Meeting rooms may not be used for personal or private profit, advertising or solicitation of business, or advertising of commercial products. Meeting rooms may not be used for appearances on behalf of individual candidates for public office or endorsements of particular ballot issues. No admission fee may be charged nor sales made. A fee for resource materials, books, or payment for a program speaker may be collected with prior approval of the Library Director. SJCPLS-related fundraising activities are allowed.
5. Disclaimer
Permission to use library meeting rooms does not constitute endorsement by SJCPLS for any activity or the policies of any individual, organization, or group. No organization, group, or individual shall state or suggest in any publicity that
SJCPLS sponsors or endorses the meeting, the group, or any particular set of ideas. The name of SJCPLS or a branch library and its phone number may not be used to publicize any non-SJCPLS-sponsored meeting, except to designate the meeting location. Library addresses and phone numbers may not be used on promotional materials for contact information.
6. Reservation Guidelines
• The individual requesting the use of a SJCPLS meeting room must be an adult and either a St. Johns County permanent resident with a library card in good standing or a paid non-resident cardholder in good standing. This individual must complete and sign the Application for Use of Meeting Rooms, Indemnification and Hold Harmless Agreement, meet all insurance requirements as necessary, and be present during the reserved meeting room use; if unable to attend, a group representative must be listed on the application. The person signing the application assumes complete financial responsibility for any abuse of SJCPLS premises or equipment by the group.
• Reservation priority may be given in the following order: SJCPLS/County/FOL-sponsored programs; nonprofit organizations or community groups located in St. Johns County; individuals residing in St. Johns County; forprofit organizations or groups located in St. Johns County; other eligible organizations, groups, or individuals.
• Meetings will generally be scheduled for no more than once per month. Reservations will be scheduled at a frequency that is at each branch’s discretion, but will not be scheduled more than one calendar year in advance.
• SJCPLS reserves the right to cancel a reservation to use a meeting room for Library or County purposes. Forty eight hours’ advance notice will be given if cancellation becomes necessary.
• Organizations must notify the library at least forty-eight hours in advance if a reservation is going to be canceled. Failure to notify SJCPLS of cancellation may result in the denial of future use of meeting rooms.
• SJCPLS reserves the right to limit the number of reservations by any organization so all groups may have a fair opportunity to use the meeting rooms.
7. Guidelines For Use
• Maximum attendance for programs or meetings in SJCPLS meeting rooms varies by branch and is determined by the County Fire Marshal.
• Meetings are to be held during regular library hours and must adjourn in sufficient time to vacate the premises by the scheduled closing time.
• No work or petitioning on behalf of candidates for elected office is allowed in SJCPLS buildings. Political candidates may be invited to speak, provided the event is not designed as an endorsement of their political platform.
• SJCPLS is not responsible for loss or damage to exhibits, equipment, supplies, or other materials brought to the library by the meeting group.
• SJCPLS is not responsible for setting up furniture and equipment for groups using meeting rooms. No equipment, materials, or records may be stored in meeting rooms.
• Refreshments are allowed in SJCPLS meeting rooms, but groups serving food or beverages are responsible for all cleanup after the meeting is over.
• No smoking is permitted inside SJCPLS facilities, including meeting areas. Alcoholic beverages may only be served upon meeting insurance requirements and by special approval by the County Administrator or other designated authority.
Revision Approved by LAB: 12/09/15
Revision Approved by BCC: 01/19/16
Revision Approved by LAB: 11/08/21
Revision Approved by BCC: 02/01/22
Revision Approved by LAB: 09/12/22
Revision Approved by BCC: 12/06/22
Revision Approved by LAB: 07/10/24
Revision Approved by BCC: 08/20/24
Revision Approved by LAB: 09/10/25
Revision Approved by BCC: 10/07/25