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Meeting Rooms

Services & Resources Library Services Meeting Rooms

Meeting Rooms

**NOTE: Meeting rooms can only be used for nonprofit activities

The Bellevue Public Library has two meeting rooms available for group use:  The large meeting room provides seating for up to 66 people, auditorium style; the small conference room seats up to 10 people.

The following are general guidelines and policies for the user of the meeting rooms.

Library Programs

The meeting rooms shall be used primarily for library programming.

Use for City Functions

The meeting rooms shall be available as needed for meetings and workshops of the Bellevue City Council.  The meeting rooms shall also be available for any city board meeting, for city or departmental staff training, and for other city sponsored or co-sponsored activities.

Election Use

The library's large meeting room serves as a polling place for local, state and federal elections.  No other meeting room use shall be scheduled during election day.

Town Hall Meetings

Elected local, state and federal officeholders may request the use the library's meeting room for Town Hall meetings as a method of reaching their constituents.  These meetings cannot be scheduled during a re-election campaign, however.

Group Meetings

The meeting rooms shall also be available to nonprofit groups for general, committee, and/or board meetings as long as these organizations comply with the rules and regulations for use of the meeting rooms.  Political, religious, for-profit groups, any group that advocates breaking city, state, or federal laws, or whose actions could result in physical danger to others may not use the meeting rooms.

Each group or organization that uses a library meeting room must fill out an "Application for Meeting Room Use."   If there is a question about the application, it should be presented to the library director for approval before any meetings can be scheduled.  Completed forms are kept on file at the circulation desk and are reviewed annually.

Groups should complete application forms at least one week before the first meeting so there is sufficient time to review and approve the application and update the library's calendar.

Proof of Nonprofit Status

The library may request proof of nonprofit status, such as a copy of the organization's charter, a copy of its current report filed with the Secretary of State, or a copy of the current bylaws of the organization.

Scheduling Conflicts

The library will make every attempt to avoid any scheduling conflicts. No meetings may be scheduled during those times the library has blocked out for projected adult or youth programs.  City Council meetings and workshops shall always take precedence over all other meetings. 

In case of a conflict with a city or library activity, library staff will notify the affected groups at least one (1) week in advance so they can reschedule their meeting place.

Calendar

The Head of Circulation will maintain a current calendar of meetings at the circulation desk.   She/he will be responsible for notifying groups of any changes in the schedule.

Rules for Use

  • All meetings must be open to the public.
  • Each group using the large meeting room must set up the room and restore it to its previous arrangement, including cleaning the floor, tables, etc. Please ask for clening supplies if needed. 
  • No evening meeting shall extend beyond 8:45 PM Mondays through Thursdays, or 4:45 PM Fridays, Saturdays and Sundays.
  • Smoking is not allowed in the library.  This includes the meeting rooms.
  • Non-alcoholic beverages, such as coffee, tea, punch, or soft drinks and light snacks/desserts may be served.
  • Alcoholic beverages may not be served at any time.
  • Library audiovisual equipment should be reserved at least 24 hours before the meeting. 
  • No group shall schedule and/or advertise speakers or special programs in conjunction or in lieu of a meeting, unless the program is co-sponsored by the library and complies with the library's programming policy.
  • No group may solicit funds from library users, or charge them for attending a meeting.  However, a group can collect annual and special fees from members.
  • At the end of the meeting, the group's presiding officer, or a designated individual, must report meeting room attendance to staff at the circulation desk.

FAILURE TO COMPLY WITH THESE RULES CAN RESULT IN REVOCATION OF MEETING ROOM USE PRIVILEGES.