About > About the Library > Library Policies > Meeting Space Policy

Meeting Space Policy

March 2024

The Jefferson County Public Library (Library) maintains meeting spaces for public use in the Madison and Hanover Libraries. The Library provides free access to meeting spaces when not in use for Library purposes. While intended for area non-profit and community groups, individuals may be granted use if space allows. For-profit entities may request use for training or informational programming. The meeting rooms are not intended to be used as a substitute for personal office space nor should they be used for personal gain.

The Library welcomes the use of its meeting spaces by local organizations and individuals regardless of their beliefs or affiliations. Use of the meeting spaces does not imply endorsement, support, or co-sponsorship by the Library of the group’s policies, beliefs, or activities. As such, the Library excludes the use of our facilities for political rallies or campaigning, religious services or events, or activities that materially and substantially interfere with the function, purpose and mission of the Library.

Meeting Room at Hanover Library

The Library has one Meeting Room at the Hanover Library. This room provides a measure of privacy and has a maximum occupancy of three people. The room has a desk and chairs. Users must provide their own devices.

Conference Room at Madison Library and Sunroom at Hanover Library

These are medium-size rooms with tables and chairs that can comfortably accommodate 10 people. Attendance cannot exceed 20 people.

Auditorium at Madison Library

This is the largest room. It can accommodate up to 50 people with tables, 80 people with chairs only, or 100 if left empty. All events in this space must be open to the public.

Requirements for All Meeting Spaces

• Meeting spaces are available at opening and must be completely vacated 30 minutes prior to closing.

• Meeting spaces are not available when the Library is closed.

• Set up of meeting spaces is the responsibility of the users.

• At least one user must be 12 years of age or older.

• Users must return the meeting space to its original state, including:

  • Returning furniture and/or equipment to original location(s)

  • Leaving meeting spaces in clean and good condition

• All requests for Library equipment and furniture must be made using the online request form found here: https://www.mjcpl.org/meeting-spaces/

• Instruction on Library equipment use should be scheduled and completed prior to the meeting.

• Reservations may be made up to six months in advance.

• Users may not charge admission.

• Products and services may not be bought, sold, or advertised, with the exception of Library programs or fundraising events for the Library’s benefit.

• Donations may not be offered, solicited, or accepted.

• Door prizes, contests, giveaways, or similar are prohibited.

• Prohibited items include, but are not limited to:

  • Tobacco

  • Alcohol

  • Candles and flames

  • Electric speakers or sound amplification equipment, unless approved by the Library

  • Anything that may interfere with the normal operations of the Library

• Food and drinks must be approved by the Library prior to the event.

• No items may be attached to the walls or infrastructure.

• To ensure the greatest availability, users must immediately notify the Library of cancellations.

• A Library staff member may attend the meeting.

• The Director may deny continued use of meeting spaces by an individual or organization based on overuse, violations of this or another Library policy, or the needs of the Library.

• Personal and family events are prohibited.

• Names and contact information of participants may be requested but must not be a requirement for participation.

The Director may grant exceptions to these requirements if the requested use closely matches the mission of the Library.

Requesting Use of a Meeting Space

Requests to use a meeting space must be made by using the online form https://www.mjcpl.org/meeting-spaces/ or by inquiring in-person or by phone. Upon request, the space will be provisionally held. Reservations are not confirmed until a Library employee approves the reservation and the user is contacted via email or by phone, usually within two business days.