Auditoriums and meeting rooms are available to groups and organizations that meet the guidlines listed below.
Applications will be accepted for January through June 2013 at any St. Louis County Library location starting on Saturday, October 6, 2012.
Applications will be accepted for July through December 2013 at any St. Louis County Library location starting on Saturday, April 6, 2013.
(Adopted by Library Board on February 17, 1982. Revised November 15, 1989; September 18, 1993; October 19, 1998; September 23, 2002; November 18, 2002; June 18, 2007; May 18, 2009, March 11, 2013.)
St. Louis County Library (Library) meeting rooms are intended primarily for Library and St. Louis County Library Foundation (Foundation) meetings, programs and events. When not needed for these purposes, the rooms are available for a fee, as set by the Library Board, to community groups and organizations and to local businesses. Permission to use Library meeting rooms is revocable and does not constitute a lease, nor does it imply that the Library endorses the aims, policies, views or activities of the group, organization or business using the room. Anyone using the Library's meeting rooms must abide by the terms of this policy and the Library's Code of Conduct. All juvenile groups must have adequate adult supervision.
Use of the Library's meeting rooms must not disrupt the orderly conduct of the Library, its programs or activities. Meetings may not conflict with Library and/or Foundation-sponsored programs; in the event of such a conflict, the Library or Foundation program will receive priority. THE LIBRARY RESERVES THE RIGHT TO CANCEL CONFIRMED MEETING ROOM RESERVATIONS, WITH A MINIMUM OF 30 DAYS' NOTICE, TO ACCOMMODATE LIBRARY/FOUNDATION-SPONSORED PROGRAMS AND EVENTS. CANCELLED MEETINGS WILL BE RESCHEDULED WHENEVER POSSIBLE.
Meetings must be open to the public and attendees must be permitted to participate in the meetings.
EXCEPTION: Agencies of any department of government may hold closed sessions required for the achievement of their defined goals. In compliance with the ADA, the Library requires that groups or organizations using Library facilities do not discriminate on the basis of disability.
Failure to observe these rules may result in the denial of use of the meeting place by the organization concerned. Library staff will refer questions about the organization, other than day and time of meeting, to one of the contact persons named on the application.
The following is to clarify information about meeting room signup procedures at St. Louis County Library Headquarters, on the first Saturday in October for January - June meetings, and the first Saturday in April for July - December meetings.
The meeting room application form remains the same as in the past. Organizations are reminded to completely fill out the application; including dates, times, two contact names and phone numbers.
For each application submitted, library staff will complete a 3x5 card with the group's name to be entered into the lottery box.
Once the lottery drawing begins, all cards will be drawn and their position in the lottery recorded.
Group members are welcome to be present at the drawing, but attendance is not required. Scheduling will begin as soon as the lottery cards are selected. Confirmation or rescheduling will be handled in person or by telephone as quickly as possible. A final confirmation will be emailed to all groups.
Groups who require certain dates with little flexibility should be present at the drawing or be available by telephone on that date to discuss alternates if necessary. It is recommended that the contact person have second choice dates available, if needed.
For the benefit of all groups, Library staff will attempt to complete the registration process that day. In the event of a scheduling conflict, Library staff will make reasonable efforts to communicate with either name on the application to discuss alternate dates. The contact person will be asked to make second choices when called. If the Library staff has not reached a representative of the organization within 5 minutes, non-conflicting dates will be scheduled. Notifications of conflicted dates will be as follows: a copy of the application, with scheduled and conflicting schedules noted, will be mailed to the first person, with instructions on how to contact the Library for resolution.
To be included in the lotto drawing all applications need to be received at Headquarters by 9 p.m. the Wednesday prior to the first Saturday in October, and the Wednesday prior to the first Saturday in April.
Meeting Room applications received after 9:00 a.m., on the first Saturday in October and April will be taken on a first-come, first-served order. These will be scheduled immediately after all lottery groups have been completed.
Payment must be received within 14 days of the approval of a meeting room reservation, or the reservation will be canceled. If a group reserves several meeting dates at one time, payment for all dates must be received within 14 days of the approval of the reservations.
Refunds will be issued if reservations are canceled at least 48 hours in advance of the meeting time. Refunds are issued in the form of a check, which is sent via U.S. mail to the appropriate representative of the group. Refunds may also be applied to the fees for future meetings.
Meetings up to 3 hours in length: $10
Each additional 30 minutes or portion thereof: $2.50 (based on time reserved)
Additional charges if the room is not vacated completely by library closing:
$10 for the first 15 minutes
$25 for each additional 15 minutes