Meeting Rooms Policy
The meeting rooms have been provided to expand the library services offered to the community; therefore, library programs always have priority over any other use made of this facility. When not needed for library-centered programs, the rooms may be made available for limited community use. The library reserves the right to review all applications before approval and all decisions regarding the appropriateness of the reservations are at the discretion of the branch manager and/or director. Every effort will be made to honor reservations that have been properly made, however, the branch manager or library director reserves the right to cancel a reservation for any reason. The library reserves the right to take photographs of events for its own records and for future promotional materials. The following policies regulate community use and do not apply to library programs, city or county functions, or Friends of the Library events.
Who can use the meeting rooms?
The meeting room may be used by Jefferson County residents with a library card between the hours of 9 a.m. and 6 p.m., Monday through Thursday; 9 a.m. and 4 p.m., Friday; 9 a.m. and 2 p.m. Saturday. It may not be used on Sundays or holidays when the library is closed. The room may not be used for political activities, religious ceremonies, for profit-making purposes, or for any purpose which is illegal, and there will be no selling, soliciting, or signing of contracts allowed on the premises. No admission fee may be charged, donations solicited, or a collection taken at any meeting.
In the event of a cancellation, please contact the library as soon as possible. Failure to report cancellations may result in loss of meeting room privileges.
Use of the meeting rooms does not constitute sponsorship or endorsement by the Pine Bluff/Jefferson County Library of points of view expressed by the participants in the program. The library’s name may only be used to indicate location of the program and not as a referral for information about the program. The library shall not be responsible for articles lost, stolen, or damaged, nor for personal injuries sustained on the premises.
Is there a fee?
The charge for using the room is $50.00. The fee may be waived to authorized non-profit or publicly funded organizations. A refundable $30.00 cleaning fee will be charged. The room must be cleaned after use and trash removed. If the room or library property needs to be cleaned or if work is required to repair damages due to neglect to library property, the responsible person will be charged accordingly for any cleaning and/or damage over the $30.00 cleaning fee.
How can I reserve a meeting room?
- request in person or by telephone (Hours & Locations)
- must be requested at least 14 days prior to the event
- may be requested up to three months in advance
- must sign meeting room policy agreement (Meeting Room Policy Agreement)
Applicants will be notified of approval within one week. While approval is pending, the requested date may be tentatively scheduled. If a request is denied, the reservation fee will be refunded by mail within two weeks or in person. Library staff can discuss dates, policies, procedures, and equipment availability with the applicant by telephone or in-person. In addition, the applicant may also request a tour of the meeting space. All applicants will be required to sign a meeting room policy agreement before use of any space.
How large are the meeting areas?
Meeting Room A-Main Library
Meeting Room B-Main Library
|White Hall Library||50||(870) 247-5064|
|Watson Chapel||40||(870) 879-3406|
What equipment and services does the Library provide? Most meeting rooms have tables, chairs, and kitchen facilities with refrigerators, sinks, and microwaves. The Library can provide A/V services to meeting room users. Please check with individual branches to reserve equipment.
Can refreshments be served?
Please contact the individual branch you’d like to use to see if they allow the serving of refreshments.
How is the layout of the space for my event decided?
Staff members are not able to assist with room set-ups. When leaving the meeting room, chairs should be returned to their original position and lights should be turned off. Return the attendance count to the reference desk when the event is over. In the event the room is not left as found, the cleaning fee will be applied to the hours needed to return the room to its original configuration.
Where do meeting room participants enter the Library?
Generally, meeting room participants enter through the building’s main entrance. All meetings must take place during normal open hours. However, depending on the branch, the entrance may be at a different location than the main entrance. This will be discussed prior to the event.
What are the Library’s rules on signage and decorations?
All banners, signs, and display materials used in connection with an event or meeting must be approved by the manager or designee and place only in designated areas. All signage and decorations must meet Jefferson County and Pine Bluff’s safety and fire standards. Materials may not be affixed to any surface, (e.g. walls, windows, floors, furniture, or fixtures_ at branches without approval by the staff. No signs or other materials may be posted outside of the branch meeting room without the explicit permission of the staff or, in a few cases, where specific space is designated for that purpose.
Do I need to notify the Library about coverage by the press?
Yes. The Library will help applicants identify on-site press needs; however, the work of the Library may not be disrupted. Press conferences or special needs must be approved. Accommodations for the press may entail costs. For more information, please call 870-534-4802.
All libraries have free designated parking areas that are available on a first-come, first-served basis.
- Library staff and any member of the public wishing to attend your event may enter a meeting at any time.
- Animals (with the exception of service animals) may not be brought onto Library premises or grounds unless part of a Library-sponsored program.
- No activity that generates smoke or flame is permitted.
- The Library is not responsible for items or equipment left in the building before, during, or after an event.
- The Library reserves the right to take photographs of events for its own records and for future promotional materials.
- No smoking or drinking of alcoholic beverages is forbidden.
- No silly screen or glitter allowed
- Noise levels must be reasonable.