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Albany Public Library maintains meeting room space for use by non-profit community groups, associations, and agencies when such space is not being used for library sponsored programming. The library endorses the principles adopted by the American Library Association in the Library Bill of Rights regarding meeting room use which state, “Libraries which maintain meeting rooms, exhibit space, or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations.” Authorization to use meeting rooms does not constitute an endorsement by the library of a group or organization’s positions or beliefs.
Albany Public Library makes its spaces available on equal terms to all qualified groups subject to the regulations below:
All meetings must be free and open to the public. Unless specifically approved by the Library Director, no fees, dues or donations may be charged or solicited for any program.
Meeting rooms may not be used for commercial and/or for-profit purposes, including investment seminars, sales/service demonstrations, programs by private for-profit health care representatives, etc.
Meeting rooms may not be used by government agencies, except for public hearings or public presentations.
Programs may not disrupt the use of the library by others. All persons using the meeting rooms are subject to all library rules and regulations. Meeting rooms may not be used for performance or rehearsal of dramatic, musical, or theatrical productions, etc.
The library reserves the right to review all material distributed at meetings and to approve any signage to be displayed on library property.
Library sponsored programs take priority over all other meeting room reservations. The library reserves the right to cancel meeting room reservations at any time in the event of a conflict with a library sponsored program. In these instances the organization’s contact person will be informed and every effort will be made to arrange alternate space for the displaced program. The library is not responsible for notifying group members of a cancellation or advertising a change in the meeting room schedule.
No food or drink is permitted in the meeting rooms. Alcohol and tobacco products are not permitted in the meeting rooms. No open flames or candles may be used in the meeting rooms.
All groups using the meeting rooms are expected to leave the facilities in a clean and orderly condition and are responsible for damage to library property. The library may charge the group or organization if extraordinary housekeeping or maintenance service is necessary.
The library does not assume responsibility for the security of items brought into the meeting rooms. The library will not provide storage of material or equipment for a group or organization.
Meetings may not be scheduled to begin until 15 minutes after the library opens (i.e. 9:15 am when the library opens at 9:00 am) and must end 15 minutes prior to library closing to ensure sufficient time to vacate the building.
To encourage the use of its meeting rooms for diverse events and to give all qualified groups access to this service, no group may reserve meeting rooms more than six (6) months in advance and no group may book a meeting room more than twelve (12) times in a twelve month period. Exceptions may be made to this regulation for organizations with which the library has formed a community partnership.
Neither the name nor address of any Albany Public Library location may be used as the address or headquarters of a group or organization.
Meeting rooms must be reserved by an adult (18 years of age or older). Persons bringing children to meetings must assume responsibility for their care and behavior.
The library reserves the right to determine the number of events that will be held simultaneously at its facilities.
Failure to comply with these regulations may result in the suspension of a group’s meeting room privileges.
Library sponsored or co-sponsored events may be exempt from some of the above regulations at the discretion of the Library Director.
Approved by the Albany Public Library Board of Trustees 10/7/03