Purpose
Chapel Hill Public Library has four meeting rooms available for public use. In line with the Town of Chapel Hill’s goal to support a healthy and inclusive community, this Library Meeting Room Policy seeks to:
Ensure that Library Meeting Rooms are accessible to all, including historically marginalized groups
Communicate clear, equitable, and transparent guidelines for use of these community-owned spaces
Support the Town’s commitment to environmental sustainability, social equity, and stewardship
Minimize the administrative burden to room users and library staff.
Policy
General
Room use is free. Meeting organizers and all meeting attendees are subject to the restrictions outlined below.
Organizers are responsible for all room set-up, break-down, and operation before, during, and at the end of their meeting.
Political campaign activities, candidate events, for-profit business activities, and private parties are not allowed.
Room Reservations
Reservation requests can be made via the library’s online reservation system, phone, or in person at the Library.
A group or individual may have a maximum of one reservation per 30-day period.
Reservations can be placed up to 60 days in advance.
Reservation requests must be submitted 72 hours in advance.
Room reservation requests are approved on a first come, first served basis. However, priority for room reservations goes to library sponsored programs and Town of Chapel Hill events. These priority uses are not subject to these reservation restrictions.
When not exceeding one reservation per 30-day period, and when not in use, staff may grant access to Meeting Room C or D to in-person requests.
Groups making frequent reservation requests should designate one individual within the organization to make room requests. Organizations or individuals who book in excess of our room reservation policies will have requests declined. Efforts to circumvent our reservation policies can result in restrictions or prohibition of use.
The Town of Chapel Hill and the Library reserve the right to preempt or cancel reservations and meetings or events. Should this occur, we will give as much notice as possible and will assist the affected group in finding another meeting time or place as possible.
Restrictions
Organizers and users may not charge any fees for meetings or events held in library meeting rooms at any time.
The exchange of goods or services in library meeting rooms is prohibited. Exceptions may be made by the Library Director or designee for library sponsored functions and non-profit 501(c)(3) organizations conducting fundraising activities.
Organizers and users may not place posters or other advertising materials anywhere inside the library unless previously approved by the Library Director or designee prior to the meeting.
Organizers and users may not nail, tack, or tape anything to any meeting room tables, walls, ceilings, or equipment unless using removable painter’s tape.
Meeting room activities must not disrupt normal library operations. Activities that disrupt the safety or comfort of other library users are not allowed. Organizers and attendees are subject to the Library’s Behavior Policy and Safe Child Policy.
For-profit business meetings and activities are not allowed.
Political campaign activities and candidate events are not allowed. Political Parties holding annual or biennial precinct meetings and county and district conventions are allowed.
Private parties, including birthday parties, are not allowed.
By approving your reservation, the Library and The Town of Chapel Hill do not endorse the views expressed by meeting room event organizers or attendees. The Library and the Town assume no obligation or responsibility for the activities of the individuals or organizations that make use of library meeting rooms.
Users may not use Chapel Hill Public Library or Town of Chapel Hill logos without prior written approval from the Director or designee.
Users must take all necessary precautions to ensure the safety and wellbeing of all room attendees.
If you serve food, please review the Sustainability Guidelines in our Using the Meeting Rooms guide. Alcohol is not allowed.
User Expectations
Organizers are responsible for all room set-up, break-down, and operation before, during, and at the end of their meeting. All spaces, including the catering kitchen, must be returned to their original condition prior to the end of any meeting.
Organizers must check in with staff at the beginning of their reservation and check out with staff at the end of their reservation.
Organizers must remove all leftover food, drink, and supplies at the end of their meeting. Consider asking participants to take leftovers home or donate them to a local food pantry. Do not leave any food, drink, or supplies in the catering kitchen or meeting rooms. This includes the refrigerator. Kitchen plates and utensils must be washed and returned to their storage areas by the end of the reservation time. Please see Using the Meeting Rooms for more information.
Organizers may request use of the library’s catering kitchen in advance when making room reservations. Users who do not request advance use will not be provided access to the catering kitchen.
Meetings may not begin prior to 10:15am. Meetings must conclude at 7:30pm and all rooms, including the catering kitchen, must be vacated and returned to their original condition 15 minutes before library closing time unless prior arrangements have been made and approved by the Library Director or designee.
Organizers are responsible for all damages to the facilities, equipment, and property. Payment will include the costs of all labor, materials, and supplies to repair or replace the damage to facilities.
Meetings cannot exceed room capacity. While the maximum capacity of a room is nominally set by the Fire Marshal, a room’s actual capacity may be more limited due to configuration and set-up, or health and safety concerns. Library staff reserve the right to decline use of meeting rooms or to ask customers to leave if the number of people in the room exceeds the room capacity.
Conditions of Use
Sustainability Guidelines: The future of our community relies on having a healthy planet.
Organizers are strongly encouraged to comply with the library’s Sustainability Guidelines. Reduce, reuse, recycle. No single use plastics. Use the compost, recycling, and trash receptacles appropriately. Please see Using the Meeting Rooms for more information.
Organizers are strongly encouraged to ask attendees to make green transportation choices, including bike, ped, public transport, carpooling. Large events taking place during library open hours may be required to ask attendees to park off-site. The event holder will assume all costs and responsibility for transportation to the venue.
Indemnity. The Organizer agrees to indemnify, defend and hold harmless the Town of Chapel Hill and its officers, agents and employees from all losses, liabilities, claims, costs and expenses (including reasonable attorneys’ fees) arising from bodily injury, including death, or property damage to any person or persons caused in whole or in part by the Organizers use of the library except to the extent same are caused by the negligence or intentional misconduct of the Town.
Liability. The Library and the Town assume no liability for the user’s use of the equipment or facilities. As a condition of use of the equipment or facility, the user shall hold the library and Town harmless from any claim or liability arising out of any activity or conduct of the group or individual while using the facility in question. In no event shall the library or the town be liable to the organizer or any user of the space for any direct, indirect, incidental, special, or consequential damages, including without limitation loss of profits or loss of opportunity arising out the use of the library, even if a party has been advised of the possibility of such damages.
Compliance. Users shall comply with all ordinances, codes, policies, and laws related to the proposed use of Town buildings, grounds or parks, and must obtain all necessary permits for the proposed event.
Reservation of Rights. The Library reserves the right to prohibit use of facilities, for just cause, including, but not limited to, improper use or prior misuse of facilities, failure to abide by the provisions of this policy, efforts to circumvent restrictions within the online reservation system, disruption of library business, and failure to compensate the library for use and/or damages to a facility.
Non-Discrimination. Library facilities are available on a non-discriminatory basis and need to accommodate individuals without discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression.
Waiver of Terms. The Library Director reserves the right to waive or vary any provision in this policy when doing so would more effectively serve the public’s interest, except when prohibited by law.
Plaza Reservations
Plaza reservation requests can be made for the outdoor plaza space in front of the library.
The space can be used for non-commercial activities (demonstrations, vigils, providing information to the public, etc.)
The space can be used for non-profit commercial activities (selling goods or soliciting funds). Organizers must submit
Documentation of your organization's 501(c)3 status.
A letter from your organization authorizing you to conduct this commercial activity on its behalf.
Plaza reservation requests can be made via the library’s online reservation system, phone, or in person at the Library.
A group or individual may have a maximum of one reservation per 30-day period.
Reservations can be placed up to 60 days in advance.
Reservation requests must be submitted 1 week in advance.
The library will not provide any supplies, tables, or chairs, so organizers will need to bring anything you need.
Organizers cannot set up in the lobby.
Organizers need to allow enough room for the public to enter and exit the building safely.
Plaza reservation can only be during the library's normal operating hours.
Enforcement
Violations of this policy may result in the loss of room reservation privileges.