Branch Meeting Room Policy
The meeting rooms of Nashville Public Library branches are available to local, non-profit organizations of a public, civic, educational or cultural nature and to governmental agencies.
Groups may be asked to furnish a copy of their 501(c)(3) statement or non-profit charter verifying non-profit status. Please note that the rules for use of Main Library Conference Center and meeting spaces differ from those of the branches. The library reserves the right to limit use where the demands for meeting space so require. Groups using the meeting rooms may not charge admission, charge fees for services rendered, solicit donations, collect dues or membership fees.
Use of the meeting room does not constitute endorsement of the program by the Library Board or the Library.
Sales or promotional activities may not be carried on in any of the rooms or on library property. Exceptions to this are activities by of the Friends of the Library, the Nashville Public Library Foundation and for profit entities collaborating with NPL in advancing specific library services and programs.
The Library Board remains the final authority regarding use of library facilities. The needs of Nashville Public Library and the Metropolitan Government of Nashville and Davidson County take precedence over other groups requesting use of meeting rooms. The Library reserves the right to withdraw permission for meeting room use when conditions warrant such action.
- Requests for use of library meeting rooms must be made by completing the Branch Meeting Room Use Application form. If approved, written confirmation will be returned to the individual who has signed the application. All reservations must be made at least seven days in advance.
- All rooms must be vacated 30 minutes prior to the scheduled time of closing. Meeting rooms are not available to the public when buildings are closed.
- Meeting rooms may be booked up to six months in advance depending on library planning needs as determined by the branch manager.
- Groups reserving the meeting room in advance must consist of at least five individuals. Maximum attendance is limited by the local fire marshal.
- If the meeting or activity needs to be cancelled, groups should contact the library at their earliest convenience. Repeated no-shows or cancellations within three (3) months of booked dates also may result in loss of meeting room privileges.
- Should the Library close due to an emergency or inclement weather, all meetings will be canceled.
- All meetings held must be open to the general public and news media.
- Social functions such as dances or parties may not be held in the meeting rooms.
- Only light refreshments may be served.
- Smoking, alcoholic beverages, illegal drugs, open flames, burning incense, and lit candles are prohibited in all branch library facilities.
- No janitorial service will be provided by the library for carrying equipment to and from meeting rooms or for cleaning the rooms following meetings. The organization using the meeting room is responsible for the room setup and for leaving the room in a neat and orderly condition. No property belonging to the group may be stored at the Library.
- Upon request with prior notice, library staff may assist with existing library AV / technology set up.
- The organization or responsible individual will be held financially responsible for any damage incurred. The Library reserves the right to deny future meeting room use based on reservation no shows, documented disorderly use of the meeting room, or damage or mess left from use of the meeting room.
- The meeting rooms, as well as all library property, may not be used for individual political campaign speeches or activities. Campaign activities are defined as those activities directly related, pro or con, to the campaign of individual political candidates or ballot issues.
- Program or meeting publicity such as posters, press releases or other material may not imply these events are sponsored, cosponsored or approved by Nashville Public Library.
- The use of the rooms by the public is not at any time to conflict with or disturb library activities, needs or uses.
Approved by Library Board, effective November 15, 2016