86 FSS Libraries: Meeting Rooms

Ramstein & Vogelweh Libraries Meeting Room Policy

Application

Applications for the use of meeting rooms must be submitted at least 24 hours prior to the requested date(s) and no more than 2 months in advance. Applicants must sign and agree to the Library's Meeting Room Policy. Groups will be booked in order by the date of their application. The Library reserves the right to refuse use of its meeting rooms for any meeting incompatible with the Library’s mission and facilities.

• Meeting Room Use Application

Purpose and Availability

The use of a meeting space is provided free of charge to individuals and groups for civic, educational, and philanthropic purposes. Meeting rooms are primarily for the use of library staff, and library-sponsored, or programs held in cooperation with the library. Library programming supersedes any reservation requests.

Groups using the meeting room must be affiliated with one of the KMC area military bases or qualified to use DOD Library services. Attendance at meetings may not be restricted based on age, race, sex, religion, national origin, disability, or any other legally protected status.

In granting an individual, group, or organization the use of its meeting rooms, the library does not endorse the users' beliefs, policies, or programs. No individual, group, or organization shall in any of its publicity state or suggest that the library sponsors or endorses the meeting, the individual, the group, the organization, or any particular set of ideas.

As a designation of location only, the name and address of the library may be used to publicize an event. The library’s logo and any images of the buildings, staff, or collection may not be used in any publicity. Violation of this policy may result in immediate loss or revocation of future meeting room use.

The marketing material you use to advertise your meeting must include the phrase: "This is not a Library or 86FSS event."

Facilities and Equipment

The meeting room will only be available during library hours. Room setup is the responsibility of the group. The room must be returned to its original condition once the meeting is over. Meetings must end, and the room returned to its original condition, 20 minutes before closing. Library equipment and services may vary. All requests for equipment and services must be made in writing at the time the meeting room is reserved. Lost or damaged library equipment must be replaced; the person making the application for the use of the room is held responsible. The library is not responsible for equipment, supplies, or any other materials owned by a group and used in the library.

Guidelines for Public Use

• Use of the meeting room by the library takes precedence over all outside requests.
• The meeting room is only available during posted library hours. Meeting room users are responsible for cleaning up and returning the rooms to their original condition at the completion of the event or meeting. Meeting rooms must be vacated 20 minutes prior to closing time.
• Individuals booking the meeting room must be at least 18 years of age and are responsible for the orderly conduct of the group and for any loss of or damage to library property.
• No conduct disturbing regular library use, other patrons’ use of the library, or infringing on any library rules is permitted. The individual who signs the meeting room request form is responsible for the supervision of the group.
• Reservations for regularly scheduled meetings on a weekly, monthly, or other recurrent basis must be approved by the Library Director on a case-by-case basis.
• The library reserves the right to cancel meetings for operational reasons or if an emergency exists. Groups must notify the library of a cancellation of a meeting at least 24 hours in advance. If a group cancels two times in a six-month period without notice, their meeting room privileges may be suspended.
• Refreshments may not be brought into the library without approval; alcoholic beverages are prohibited. Smoking, tobacco products, or open flames are not permitted. Accidents must be reported to a staff member.
• Abuse of meeting room or failure to adhere to library policies may result in loss of meeting room privileges.
• Users are responsible for publicity and registration. Except as a designation of location, the name of the library may not be used in any publicity. Publicity may in no way suggest that the activity is an official Library or 86FSS event.

The following uses of library meeting rooms are NOT permitted:

• Religious ceremonies or services. Discussion groups studying materials such as the Bible, Torah, Koran, etc. are permitted.
• The sale or promotion of products or services (including authors wishing to do book talks and sell copies of their books, reserving the room to provide paid tutoring or proctoring services, etc.).
• Groups charging admission or soliciting donations. Non-profit organizations or educational institutions offering classes or seminars may be permitted to charge a fee with prior approval.
• Social functions or recitals unless sponsored by the library.
• Activities likely to disrupt regular library operations.
• Political rallies.
• The promotion of illegal activities. Meetings and individuals must conform to local laws or ordinances.
• Hanging signage, etc., on meeting room walls.

Review or Appeal Process

Exceptions to this policy may be made at the discretion of the Library Director or his/her designee. Individuals or groups who are denied the use of a meeting room may appeal to the Director. Such appeal shall be filed in writing with the Director within 7 business days of rejection of the application.