St. Cloud Rooms

Purpose

These rules establish procedures and regulations for the use of the meeting, conference and study rooms at the St. Cloud Public Library. Certain policies apply only to the community rooms (Array, Bremer, and Mississippi), and are presented as such.

Description

Three community meeting rooms (Array, Bremer and Mississippi and kitchenette) are located in the lobby of the first floor of St. Cloud Public Library. These rooms vary in size and can accommodate groups of up to 188 people. These rooms are provided as a community service for residents as a gathering space for the exchange of information and ideas.

Fourteen small study, conference and meeting rooms are located throughout the second floor of St. Cloud Public Library. Two similar rooms are located in the Children’s Department on the first floor. These rooms can accommodate individuals and small groups. These rooms are for individuals to read, study or contemplate in some quiet and privacy, and for people to come together to learn and exchange information and ideas. 

Guidelines

St. Cloud Public Library Code of Conduct and St. Cloud Public Library Food and Drink Policy apply in these rooms.

• Permission to use a meeting, conference or study room does not constitute library endorsement of the program or point of view expressed.
• Some technology and equipment is provided in the community meeting rooms. No additional equipment is provided in other rooms.
• If furniture is rearranged for meeting purposes it should be re-set in its original placement.
• The rooms are not sound-proof; users should be considerate of others.
• Rooms should be cleared by the end of the reservation time requested. If set-up is required, this should be included in the reservation time.
• The contact person for the use of any room will be held financially accountable for any damage done to library property while the room is used by that person and his or her group.
• Meetings and other room use may not interfere with normal library operations.
• Each individual or group is responsible for reasonable care of the facilities. The contact person will be held financially accountable for any damages and/or cleaning costs that occur.
• An individual must be at least 13 years old to reserve a room.
• The contact person will be responsible for enforcing library regulations before, during, and after the event/meeting.

Public Access in Community Meeting Rooms

• All events in the Array, Bremer and Mississippi rooms must be free and open to the public. No member of the public may be turned away from being in the room; however, room capacity must not exceed the number determined by fire safety guidelines. No fees may be charged, no donations can be accepted, and no merchandise may be sold. No solicitation for, nor promotion of, products or services is allowed. Authors may sell their own books only as part of a library-sponsored program.
• Any material presented must be in compliance with public performance copyright laws.
• The Mississippi and the Bremer Rooms are equipped with projection equipment and microphones. No additional equipment or support is provided. Those who choose to use the equipment should allow additional time in their reservation for set up and take down. Because of the vast array of computer models, the library's equipment may not be compatible with all devices.
• Refreshments may be served. Use of the kitchenette, however, must be included in the information when the reservation is made. Groups should be aware that the kitchenette may be in use by others; consequently, it is advisable to label the group's items.
• If the attendees are minors, a responsible adult must be present during the event/meeting.
• Each group must check out of the room at the end of its event/meeting. A use report will be filled out by a staff member at that time. Comments regarding the facilities are encouraged.

Prohibited Uses

• No gambling, games of chance, bingo, casinos, or wagering of any kind may be a part of an activity conducted in these rooms.
• The rooms may not be used for purely social purposes such as parties.
• Meeting, study, and conference rooms are not intended for commercial use. Commercial activities are prohibited. There will be no collection of admission fees or tuition, sales of products or services or other direct fund raising activities.

St. Cloud police will be called if a room is used for illegal purposes.

Reservation Requests

Rooms are available for use from when the library opens until 15 minutes before closing.

• Rooms can be reserved up to ninety (90) days out.
• All are eligible. The St. Cloud Public Library does not set eligibility requirements for use of meeting, conference or study rooms.
• Rooms can be reserved online or by telephone: griver.org/locations/st-cloud/rooms or (320) 650-2500.
  • Name, contact information, and address must be provided on the reservation form. Any questions about the reservation will be forwarded to the contact person.
  • The contact person must indicate, on the reservation form, the number of people expected to attend the event/meeting. The library staff reserves the right to move the group if another group needs to reserve a larger or smaller room.
  • The contact person must indicate, on the reservation form, whether additional tables or chairs will be needed.
• Reservations for community meeting rooms must be made at least one (1) day prior to the event/meeting. Reservations will be confirmed by email within two (2) business days of the application. A confirmation with a verification code will be sent to the email address of the contact person who has made the reservation. The code should be kept for additional communications from the library.
• All other rooms may be reserved ahead of time or on the day of use. Individuals may inquire at an information desk about room availability for same day use.

To cancel or make any changes to room reservations, the contact person may call the library at (320) 650-2500.

Priority for Room Use

• First: Great River Regional Library events and programs
• Second: Use by the Great River Regional Library six member counties
• Third: Programs and activities by library partners
• Fourth: GRRL library card holders
• Fifth: All other users

If a reservation conflict occurs the higher priority reservation will be honored.

A single individual using a room intended for a group may be asked to move to a smaller room if a group subsequently asks to use a room, provided that a single user room is available.

Request Denial

Requests may be denied if:

• The contact person provides inaccurate or incomplete information on the reservation form.
• The intended use is outside set parameters and priorities.
• The contact person/group has previously violated room use policies or guidelines.
• Previous room use by the contact/group has required additional cleaning by GRRL staff.
• If the contact person/group has recurring reservations that impede access for other library users, the library may limit the frequency of meetings for any group to no more than five per month.

The supervisor of the St. Cloud Public Library will be the final authority regarding community, conference and study room use. Anyone wishing to appeal a decision about room use must make the appeal in writing to the St. Cloud Public Library Board for inclusion on the agenda of the next regularly scheduled Board meeting.

Associated policies and laws:

St. Cloud Public Library Code of Conduct

St. Cloud Public Library Food and Drink Policy

Minnesota Statute 609.595 Damage to Property

Minnesota Statute 609.72 Disorderly Conduct

Minnesota Statute 134.11 Organization of Board; Duties

By clicking the reservation button below, you are confirming that you have read through and agree to the meeting room policy and associated policies.