The Maitland Public Library meeting room and conference room are to be used primarily for Library activities and Library-sponsored programs, including programs and events sponsored by the Friends of the Library. When not being used by the Library, these rooms may be reserved by groups that are non-profit and whose missions serve the information, education, or cultural needs of Maitland residents. Community groups wishing to use either of these rooms must abide by these guidelines.

  1. Meeting rooms are available to groups that are not for profit and whose programs serve an informational, educational, or cultural interest of the Maitland community.
  2. All meetings and other uses of the Meeting Room must be free and open to the public. Groups and organizations may not charge admission or request donations, gratuities, or any type of monetary fee or charge for admission or participation. With the approval of the Director of Library Services, meetings in the Conference Room may be closed to the public but all other conditions of meeting room use apply.
  3. Groups may reserve a meeting room up to six months in advance, with up to six reservations per six-month period. Reservations are taken on a first-come, first-served basis. Meetings may be scheduled only for the operational hours of the library and all meetings must be completed at least fifteen (15) minutes prior to the closing of the Library. No meetings on a recurring weekly or monthly basis may be scheduled. No group may consider the Library its permanent meeting place, storage facility, or mailing address.
  4. There is no cost to reserve a meeting room.
  5. Groups may bring in food and non-alcoholic beverages for consumption by attendees; groups must clean up afterwards and properly dispose of all trash. Use of the oven or induction burners in the demonstration kitchen is prohibited.
  6. If requested in advance, groups may use the wall-mounted monitor for the display of PowerPoint or other multimedia programming. Groups must provide their own computer and the Library does not provide technical assistance with non-Library equipment.
  7. Groups using the Conference Room acknowledge their understanding that the Conference Room has an ongoing business purpose for the operations of the Library and meetings in the Conference Room may be interrupted by Library staff needing access to Library materials in the Conference Room.
  8. Any group wishing to reserve a meeting room must provide the name, address, phone number (and/or e-mail address) of the officer or organizer responsible for the meeting and the room. The designated officer or organizer shall be liable for any damage resulting from the use of the Meeting Room or Conference Room by the group.
  9. If a meeting has been cancelled, applicants shall notify the Library as soon as possible. Repeated failure to provide notice of cancellation may result in denial of future reservation requests.
  10. The Library reserves the right to deny or cancel the use of its facilities when it is deemed by the Director of Library Services that persons or property might be endangered; that Library business operations might be disrupted; that the activity is illegal under Federal, State, or local law; when the activity is likely to incite illegal, violent, or otherwise uncivil behavior; or when the current use is deemed in violation of these guidelines or when there have been repeated violations of the guidelines by the applicant.
  11. The Library reserves the right to cancel any meeting in favor of Library programming with forty-eight (48) hours’ notice. In the event of an emergency, the Library reserves the right to cancel any meeting without notice. Further, the Library reserves the right to cancel any meeting without notice and to refuse future reservations from groups who fail to abide by these guidelines.

Prohibited Activities

  1. Meeting rooms are not available for religious worship; political fundraisers or partisan campaign events; classrooms as a regular part of any school’s curriculum; or the sale of good or services. Candidate or ballot issues forums that present all opposing viewpoints are permitted; elected and appointed government officials may use meeting rooms for “meet your representative” or town hall meetings, and similar activities. Religious organizations may use meeting rooms for non-worship activities, such as staff training or committee meetings.
  2. Meeting rooms are not available for purely social gatherings, including family and personal purposes, parties, or commercial ventures.
  3. Nails, tacks, staples, electrical tape, or marring materials may not be used or attached to walls or fixtures.
  4. Confetti, candles, and other open flames are prohibited.
  5. No solicitation, sale, or lease of products or services is permitted at the Library; the sole exception to these guidelines is the sale of books or library materials at official Library or Friends of the Library programs and events.
  6. The Library assumes no legal responsibility for personal injuries, theft, or losses of private property while on or using Library facilities.
  7. Use of hazardous materials is prohibited.

 

To reserve the meeting room, please complete the form below and return it it to the Library.

  • Must be a not-for-profit organization or group
  • Applicant must provide computer and necessary presentation software. Staff cannot provide technical assistance with non-Library equipment.
  • Events must be scheduled no later than the 15th of the previous month to be guaranteed space on the Library's calendars of events.
  • This field is for validation purposes and should be left unchanged.