Meeting rooms

Knox County Public Library has meeting rooms available for public use. Meeting rooms are available on a first-come, first-served basis. Library programs take priority.

Use of the meeting room by an organization in no way reflects endorsement by the library.

Applications

  • A completed Meeting Room Reservation Form must be filled out describing the organization and what will take place at the meeting.
  • Reservation forms are available on the library’s website and at all library locations.
  • Reservations must be submitted at least two business days prior to the date requested.
  • Reservations must be made by an adult (18 years of age or older) with a library card that is not barred. The individual reserving the room will receive confirmation which must be shown to staff to gain admittance to the room on the day of the meeting.
  • The applicant listed on the Meeting Room Reservation Form will be held responsible for damage to library property and must be present during the meeting.
  • In exceptional circumstances, the applicant may work with library staff to appoint another group member to be responsible for the meeting room. Notice should be made at first convenience and a new application must be submitted prior to the meeting.
  • Applicants may reserve a room up to a calendar year in advance (January-December). Reservations for the next calendar year can be accepted starting in October of the previous year.
  • Meeting rooms may be reserved twelve times per calendar year. Additional meetings may be booked upon request, at the manager’s discretion.
  • Notice of cancellation is expected. Two “no shows” or a pattern of cancellations result in the forfeiture of other bookings for the calendar year. At the manager’s discretion, the organization may reapply.

Group qualifications

  • Rooms are available to community groups and civic organizations.
  • Meetings must be free and open to the public.
  • Commercial use of meeting rooms is specifically prohibited. Business entities may not use meeting rooms including for free educational programs.
  • Rooms are available to Federal, State, or local government agencies and elected officials.
  • Candidates for office or political groups may not use meeting rooms to campaign or raise funds. Multi-candidate or town hall style meetings are acceptable. Contact the Assistant Director for Public Services regarding these requests.
  • Rooms are not available for social gatherings or private meetings.

Publicity

  • The Library may not be used as the official address or headquarters of an individual or organization.
  • Groups will not be permitted to post signs or materials on library property.
  • The Library does not advertise or promote meetings.
  • Use of the Library’s logo by organizations is prohibited.

Rules and regulations

  • People attending meetings are subject to all Library regulations and policies, including the posted Library Rules of Conduct.
  • No after-hours meetings
  • Meeting rooms must be cleaned and vacated 30 minutes prior to the Library’s closing
  • Meeting rooms shall be used for meetings of not fewer than six people.
  • Meeting rooms may not be used for classes, performances, rehearsals or events not presented by the Library.
  • Decorations may be used but may not be tacked or taped to walls. Confetti, metallic glitter, and/or open flames of any kind are not allowed.
  • Failure to clean up the room may result in a loss of future use of the room.

Prohibited uses

The meeting room will not be used for:

  • Groups charging admission, fees, contributions, soliciting donations or taking collections of any kind. No funds shall be collected on Library property.
  • Activities likely to disturb library functions.
  • Fundraising activities or events.
  • Any unlawful purposes.

Refreshments

  • Light refreshments and drinks may be served. Minimal food prep is allowed.
  • Food garbage, packaging, and trash must be removed immediately after the meeting.
  • No food may be left or stored in the meeting room.
  • Alcoholic beverages are prohibited.

Clean up and check out

  • The room must be left in the same arrangement as found.
  • Room set up is the group’s responsibility.
  • Groups must notify Library staff that the meeting is over before leaving the Library.

Equipment

  • Moving special equipment into and out of the building is the responsibility of those using the meeting room. All gear and special equipment must be removed from the building by the end of the meeting.
  • Chairs, tables, and a podium are provided in meeting rooms.
  • Furniture in other parts of the Library may not be moved into the meeting room.

Failure to comply with regulations or abuse of any of the above-mentioned privileges will result in the suspension of right of use.