Meeting room usage

As part of its service to the community, the Knox County Public Library has meeting rooms available for public use when they are not scheduled for library activities, subject to the regulations below.

Use of the meeting room by an organization in no way reflects endorsement by the Library.

Applications

  • A completed Meeting Room Reservation Form must be filled out describing the organization and what will take place at the meeting.
  • Reservation forms are available at all library locations and on the Library's website.
  • Reservations must be made by an adult (18 years of age or older) with a library card that is not barred. The individual reserving the room will receive a written confirmation which must be shown to staff to gain admittance to the room on the day of the meeting.
  • The applicant listed on the Meeting Room Reservation Form will be held responsible for damage to library property and must be present during the meeting.
  • In exceptional circumstances the applicant may make arrangements with library staff to appoint another group member to be in charge of the meeting. Notice should be made at first convenience and a new application must be submitted prior to the meeting.
  • Meeting rooms are booked on a first come, first served basis. Reservations must be made at least two business days prior to the meeting. Reservations will not be tentatively held or booked over the phone.
  • Meeting rooms may be reserved up to three months in advance. Applicants may reserve a room three times per form and no more than three times in three months.
  • Two business days are required for notice of cancellation.

Group qualifications

  • Rooms are available to community groups and civic organizations.
  • Meetings must be free and open to the public.
  • Commercial use of meeting rooms is specifically prohibited. Business entities may not use meeting rooms including for free educational programs.
  • Rooms are available to Federal, State or local government agencies and elected officials.
  • Candidates for office or political groups may not use meeting rooms to campaign or raise funds.
  • Rooms are not available for social gatherings or private meetings.

Publicity

  • Neither the name nor the address of the Library may be used as the official address or headquarters of an individual or organization.
  • Groups will not be permitted to post any signs or materials on library property.
  • The Library will not advertise nor promote any meeting.
  • Use of the Library's logo by organizations is strictly prohibited.

Rules and regulations

  • Persons attending meetings are subject to all Library regulations and policies, including the posted Library Rules of Conduct.
  • Meetings must take place within posted library hours. All meetings must end 30 minutes before the Library closes and all cleanup must be completed by the closing hour.
  • Meeting rooms shall be used for meetings of not fewer than six persons.
  • Meeting rooms may not be used for special programs or events not presented by the Library.
  • Certain types of decorations such as confetti, open flames of any kind, and/or decorations incorporating metallic glitter are not allowed.
  • Failure to clean up the room may result in loss of future use of the room.

Prohibited uses

The meeting room will not be used for:

  • Groups charging admission, fees, contributions, soliciting donations or taking collections of any kind. No funds shall be collected on Library property.
  • Activities likely to disturb library functions.
  • Fundraising activities or events.
  • Any unlawful purposes.

Refreshments

  • Light refreshments and drinks may be served. Minimal food prep is allowed.
  • All food garbage, packaging, etc. must be removed immediately after the meeting.
  • No food may be left or stored in the meeting room.
  • Alcoholic beverages are prohibited.

Clean up and check out

  • The room must be left in the same arrangement as found.
  • Room arrangement shall be the responsibility of the group.
  • Groups must notify Library staff that the meeting is over before leaving the Library.

Equipment

  • Moving special equipment into and out of the building is the responsibility of those using the meeting room. Special equipment must be removed from the building at the end of the meeting.
  • Chairs, tables and a podium are provided in meeting rooms.
  • Furniture in other parts of the Library may not be moved into the meeting room.

Failure to comply with regulations or abuse of any of the above-mentioned privileges will result in suspension of right of use.