Meeting Room Use Policy and GuidelinesLast updated: November, 2023
In furtherance of its mission, Saratoga Springs Public Library offers, free of charge, three meeting rooms for use by individuals, community groups, and organizations engaged in educational, cultural, or civic activities, when they are not in use for Library purposes. As outlined below, non-profit groups may reserve rooms. Individuals and organizations may use the meeting rooms on the Library’s lower level, the Susman Room and the Glasby Room, on a walk-in basis, based on availability.
Permission to use a meeting room does not imply library endorsement of the views, beliefs, goals, policies, or activities of any individual, group, or organization. The content of programs or meetings by outside organizations held in the meeting rooms has not been reviewed or approved by the Library, and organizations booking the rooms are solely responsible for such content.
This Meeting Room Policy establishes rules, regulations, and procedures for the use of the Library’s meeting facilities. Use of Library meeting rooms by any group or individual signifies acceptance of the terms of this policy, and meeting room users are subject to all other rules and policies of the Library, including the Patron Code of Conduct.
- Read and review the entire Meeting Room Use Policy and Guidelines
- Complete the Meeting Room User Registration form, or review your previously approved registration information to be sure that contact information is up to date.
- Once approved, use the online room reservation system to request your meeting room reservation and to acknowledge that you have read, understand, and agree to abide by the Meeting Room Policy and Guidelines.
- Use of the meeting rooms for Library-sponsored or co-sponsored events or meetings shall have priority over all other requests. Other meetings will be scheduled on a first come first served basis. The Library reserves the right to cancel a reservation for Library purposes. The Library will make every effort to avoid cancellation.
- Reservations by eligible non-profit or civic organizations take second-priority.
- Non-reserved walk-in use by groups or individuals, based on availability, is the third priority.
- Community groups, non-profit organizations, and governmental entities wishing to reserve a meeting room must have headquarters in, or provide substantial services to the citizens of, the Saratoga Springs City School District. Documentation of service area and non-profit status may be required.
- Meeting room reservations must be made for groups of no fewer than five (5). Meeting rooms may not be reserved for use by individuals.
- Rooms may not be reserved for social events such as birthday parties or weddings; for fund-raisers such as garage sales, bake sales, etc.; for commercial and/or for-profit purposes; or for services or programs for which fees are charged.
- Reservations must be made by a person at least 18 years of age, who is an official representative of the eligible organization. If the meeting or event is for persons under the age of 18, an adult supervisor, over the age of 18, must be present at all times.
- Reservations may be made up to 6 months in advance; with a minimum lead time of 48 hours (2 days).
- For daytime use, Monday through Thursday 9-5 and Friday 9-6, an organization may schedule rooms up to 24 times in a 12-month period. For evening and weekend use up to 12 times in a 12-month period.
- Meetings must begin during Library hours and be completed no later than 10 minutes before the Library closes. Meeting rooms are locked 10 minutes prior to the Library closing.
- On rare occasions, administrative approval may be granted for meetings to begin before the Library opens or end after the Library closes for a fee of $50.00 per hour or fraction thereof.
- All advertisements or announcements for outside events must clearly indicate the identity of and contact information for the sponsoring organization and, in no way imply the event is sponsored by the library. Meeting room reservations and group contact information will be listed publicly on the Library’s online calendar.
- Neither the name nor address of the Saratoga Springs Public Library may be used as the official address or headquarters of an outside organization.
- Unauthorized use of the Saratoga Springs Public Library logo on promotional materials for non-library sponsored or co-sponsored events is prohibited.
- Rooms may be used for educational, cultural, informational or governmental activities, which may include meetings, public lectures, panel discussions, workshops, or other similar functions.
- Except for limited fundraising events sponsored by the library, Friends of the Library or other affiliated organization, meetings or programs must be free and open to the public. No admission may be charged, or monetary donations requested at the door. Requiring fees for supplies, materials, handbooks, study books, etc., is likewise prohibited.
- Donations of charitable items such as books or non-perishable food items may be requested, but not as a requirement for attending a meeting or program.
- Groups using the H. Dutcher Community Room, rather than library staff, are responsible for setting up and taking down their own tables and chairs. Please allow time for these tasks.
- All groups/individuals are responsible for any damage caused to Library property during meeting room use.
- Smoking on library property is a violation of New York State law, and consuming alcoholic beverages on library property is prohibited.
- Open flames, burning incense, and lit candles are not allowed.
- Groups may provide refreshments at meetings and programs. We suggest contacting the Friends of the Saratoga Springs Public Library Coffee Shop for refreshment needs.
- All groups/individuals are responsible for leaving meeting rooms in a clean and orderly condition. Please clean up trash and food waste, and do not leave any flyers, handouts, brochures, business cards, etc. behind. Recycling bins and trash receptacles are made available. Please include cleanup time in your scheduled room use time.
- Patrons may not use the library phones unless there is an emergency.
- Permission to use Library meeting rooms may be withheld from groups that have failed to comply with the Meeting Room Policy and guidelines, the Patron Code of Conduct, or from any group that damages library property.
The Susman Room and the Glasby Room, located on the lower level of the Library, are available for use by walk-in users when not scheduled for use in advance by the Library or other eligible groups. To check on availability and to sign in, please go to the Children’s Room service desk on the lower level.
Following are the guidelines for this service:
- Walk-in users only. There is no sign-up in advance for this service, and rooms will not be held in response to a phone call.
- Any person who is at least 14 years of age, or group that does not exceed the room’s capacity may use a room.
- Users are not guaranteed sole use of meeting rooms; these are not private rooms, but rather, they are shared spaces, and all meetings must be free and open to the public.
- Reservations scheduled in advance will always have preference. Rooms should be vacated at least 15 minutes before a scheduled meeting or Library program.
- In order to keep rooms reasonably available to all users, each group may be limited to two hours per day, subject to room availability.
- We ask users not to break down chairs and tables, rearrange furniture, or set up equipment so the room will be ready for scheduled groups.
- Rooms must be clean and all personal property and trash removed when users leave.
- Walk-in users are not provided access to the audio/video equipment, or whiteboard markers.