How do I reserve a meeting room?
- Applicants for meeting room use must be residents of Hoover, and have a current Jefferson County library card.
- Groups must have 501c3 certification or be able to verify non-profit status, and whose goals are civic and educational only. On the basis of equity, library meeting rooms are not available to organizations whose memberships would overburden the library’s facilities.
- Meeting rooms are free to Hoover residents provided there are no food or drinks with the exception of beverages with lids.
- A non-refundable fee, due at the time of application, is required per meeting 5. when using the kitchen or serving refreshments in the meeting rooms. If a group or any of its members is found to have food or beverage in the meeting room without the required usage fee, the group will not be permitted to meet until the account has been settled. The library does not provide tablecloths, dishes, eating utensils or coffee making supplies and appliances. Catered meals or food preparation will not be permitted.
- All meetings held in library meeting rooms must be free and open to the public. Groups using the room may neither charge admission nor request donations for attendance or participation.
- The following hours are available for meeting room usage: Monday – Thursday: 9:30 a.m. - 8:45 p.m., Friday: 9:30 a.m.-5:45 p.m., Saturday: 10:30 a.m. - 5:45 p.m. and Sunday: 2:30 p.m. - 5:45 p.m. Groups will not be able to enter rooms early or remain later than the designated time previously set by the groups contact person at the time of application.
- A maximum of 12 meetings per calendar year with no more than one meeting per month will be scheduled. (This limit does not apply to library sponsored programs or municipal meetings and functions). Applications for meeting rooms must be renewed yearly in January. Groups that wish to make application for a series of meetings should only fill out one application per year.
- roups wishing to book a meeting room must submit a meeting room application to the Fine Arts Staff no later than one week prior to the date requested. All applicants are subject to approval by the Library Director. If approved, the Fine Arts Assistant will confirm your reservation. The library reserves the right to withdraw a previously approved meeting room reservation. When this is necessary, as much advance notice as possible will be given to the organization.
- The library does not endorse the views of groups meeting in the facility. The library does not sponsor/ support the various groups using the meeting room(s), and publicity announcing meetings should in no way imply library sponsorship.
- The name or address of the library is not to be used in handouts or advertising of any kind except as a source of location. No group may use the library as a mailing address. Groups may not use the library’s phone number as a contact for program information.
- Meetings of groups of individuals under 18 years of age must have an adult sponsor in attendance. Groups of children 12 years old and under must have at least one adult sponsor for every five children. Groups of young people ages 13 - 17 must have an adult sponsor for every ten young people.
- Signs, decorations, or other objects are not to be taped or attached to walls or doors in any manner. The equipment listed on the meeting room application may be reserved for use only in the meeting rooms. No equipment or furniture is to be removed from the meeting rooms. Groups using the rooms are responsible for reimbursing the library for any damage to library furniture or equipment.
- Groups or organizations using this meeting space may not discriminate on the basis of race, color, national origin, sex, religion, age, or disabled status in the provision of services.
- Programs may not be disruptive to the library or its mission. The library reserves the right to ask any group to leave its premises if the behavior of the group is deemed disruptive or inappropriate according to library service policy.
- The library may cancel use of the meeting rooms to any group that fails to comply with these rules and regulations.
Start the Meeting Reservation process.
