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Community Room Policy

Purpose

This policy establishes requirements for external organizations to reserve and make use of Community Rooms in Santa Clara County Library District (SCCLD) libraries. This policy does not apply to library-sponsored events.

Statement

SCCLD makes Community Rooms available to rent by external organizations engaged in educational, cultural, intellectual, or civic activities to create inclusive spaces where everyone feels welcomed and supported in their lifelong learning. Private use of Community Rooms is prohibited. Events in Community Rooms must be free to all attendees, open to the public, subject to occupancy limits, and non-commercial in nature. Fees, sales of any kind, donations, raffles, and collections are not permissible. Attendees may opt to provide contact information to external organizations, but this cannot be required, nor be intended to secure future solicitation. Permission to use Community Rooms does not constitute endorsement by SCCLD of either an organization or the content of its event.

Library-sponsored events take precedence over those sponsored by other organizations. In rare circumstances, SCCLD may exercise the right to change a reservation to accommodate library activities. External organizations eligible to reserve Community Rooms include the following:

  1. Santa Clara County
  2. City Departments
  3. Civic and school groups
  4. Non-profit groups

The library may ask an organization for verification that it is non-commercial in nature. The name of the organization and contact information may be given to anyone who inquires.

Each community library determines its own reservation procedures, including frequency of booking, how far in reservations may be made, days and times available, minimum, and maximum numbers of people attending, and entrance and exit procedures.

To reserve Community Rooms, applicants must:

  • be over 18 years of age
  • have a current, non-restricted SCCLD library card
  • agree to indemnify, defend, and hold SCCLD harmless for claims or loss arising out of facility usage
  • pay a nonrefundable rental fee at the time the Community Room is booked

Users must ensure the use of the room is in accordance with all SCCLD policies. Users are responsible for setting up and returning Community Room furniture; serving food is prohibited. Groups may not use the library’s logo, website, or phone number in their publicity, nor may they indicate in publicity that SCCLD is a partner or sponsor. Use of the library address to receive correspondence is not permitted. Failure to comply with these requirements may result in the loss of permission to use the room and/or the cancellation of future reservations.

Santa Clara County Library District Policy #13.2

updated 1/29/2024

The Following Libraries Have Meeting Rooms

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