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Terms and Conditions: Meeting Room Policies

The Meeting Rooms of the Huntsville-Madison County Public Library are provided to further the Library's mission to meet the informational, cultural and recreational needs of the community.  The primary use of the meeting rooms is for Library programs. 

General Rules

All meetings must abide by the following:

  1. No illegal activities are allowed: Meeting rooms may not be used for purposes prohibited by City, County, State, or Federal law. 
  2. Activities of a vigorous or dangerous physical nature or involving the presence or use of any firearms, live ammunition, or hazardous substances are not permitted. (This restriction is not intended to preclude use of the facilities by law enforcement personnel in the normal scope of their duties.) 
  3. The distribution and/or consumption of alcohol are prohibited.
  4. All meetings must be open to the general public. Fees, barters, trades, payment-in-kind, admission or other charges, sales of any kind, solicitation of funds or future funds, will NOT be allowed for any non-Library sponsored function.
  5. No wall decorations are allowed. Confetti, candles and other open flames are prohibited.
  6. Any organization using a meeting room is responsible for setting up the room according to its own needs. Library staff is not responsible for room setup. Groups must allow time for the setup and cleanup of the room during the Library's regular hours. Cleanup must be completed at least five minutes before the Library closes. Organizations will be billed $10 for every five minutes past closing. 
  7. A $50.00 damage deposit is charged for the larger meeting rooms. The deposit must be paid in advance.  Applicable equipment fees must also be paid prior to the meeting.  A $2.50 surcharge will be added if the deposit is paid by credit card.  The deposit will be returned if the room is left in good condition with no new damage or stains. The $2.50 surcharge for credit card payment will not be returned.
  8. Groups or youth organizations using a meeting room must have a responsible party at least 18 years old agree to these policies. At least two adults (18 and over) must be present at all times.
  9. The Library assumes no responsibility for personal injuries, thefts or losses of private property while using Library meeting rooms. Groups using the meeting rooms shall hold harmless, indemnify and defend the Library from any claims involving use of the meeting rooms, including, but not limited to, claims for personal injuries, thefts or loss of private property. Such groups assume liability for any such claims, including claims for damages to the Library property. Proof of liability insurance may be required.
  10. In the event that HMCPL must close due to unforeseen equipment failure or a weather-related emergency, all efforts will be made to notify organizations scheduled to use the rooms. Any notice of closing will be posted at
  11. The Library reserves the right to enforce fire codes, Americans with Disabilities Act compliance, noise limitations or any other rule approved by the Library Board. Fire codes establish maximum capacity for each room. Groups are responsible for ensuring attendance at meetings does not exceed capacity or prohibit accessibility. Exceeding capacity, disregarding ADA or noise complaints can cause the room to be forfeited.
  12. Groups must agree to these policies either in the Online Room Reservation System by a submission form or in-person with a signature prior to booking the room.

Groups that do not comply with library policies, including the Rules of Conduct and in the sole determination of the Library, will be denied further use of the meeting rooms. 

Eligible Organizations

In addition to library programming, the rooms are available to non-profit organizations located in Huntsville, Madison and/or Madison County. The following types of organizations are eligible:

  1. Friends of the Library or Huntsville Library Foundation
  2. Educational
  3. Civic
  4. Cultural
  5. Governmental (meaning a group sponsored by a city, county, state or federal agency)
  6. Denominational groups, organizations, or associations, affiliated with more than one church, will be allowed the use of the meeting rooms when no religious services are to be conducted.  While no group shall be denied access based on the content of their meetings or religious views expressed therein, the meeting rooms are not designed to be used for regular church services for any one organization or to provide a forum to organize or build membership for one particular church, congregation or equivalent thereof. 

Individuals are not eligible to use the library meeting rooms unless they officially represent one of the groups that meet the requirements listed above. Individuals may book the study rooms.

A non-profit group that meets the eligibility requirements above but is not based in Huntsville, Madison and/or Madison County may be considered for use of a meeting room if the organization is providing a service to local residents.

Organizations may be required to provide written documentation of non-profit status (which may include charter, bylaws, or articles of incorporation or such other documentation as may be requested) to the Library Administration 72 hours prior to the use of the meeting room.

Unacceptable Uses of Rooms

Rooms are not available for the following:

  1. Private social purposes, such as weddings, family reunions, receptions, dinners, birthday parties, baby showers, etc.
  2. Promotion of commercial products or services
  3. Political campaign events for one candidate or candidates of one political party.
  4. Paid tutoring sessions.

Library's Right to Deny or Cancel Use

The Library reserves the right to deny or cancel use of a meeting room to qualified groups for the following reasons:

  1. Library sponsored programs and events take precedence over meeting room use by outside organizations. If cancellation of a scheduled program is necessary, notice will be given as soon as reasonably possible.
  2. The group is using the room for an initial introductory or explanatory meeting to be followed by other meetings in another location where fees will be charged.
  3. The group has violated a rule or has misrepresented the purpose of the organization or meeting to be held at the Library.


Reservations should be made in the Online Room Reservation System at Appointments for training on how to use the online reservation system are available by emailing

Groups or Individuals must not assume that library personnel have made or will make room bookings for any event.

Reservations may be made up to six months in advance.

Meeting room reservations must be made at least one week prior to the event, though study rooms may be available immediately. 

Patrons may reserve one meeting room per month, though multiple study rooms are allowed. 

Once a reservation has been submitted, a request for a change or cancelation must be emailed to

Admission Fees and Charges

Programs that are sponsored by the Library or a Library-related organization may involve profit-making groups and fees or admission charges. The sale of books or materials may also take place at an event sponsored by the Library or a Library-related organization.

Internet Access

Wireless Internet access is available in the meeting rooms.

Hours Available

The meeting rooms are available during the Library's regular operating hours. 

Public Relations

Groups may choose to have their event published on our Meeting Room Schedule.  The Library will not advertise meeting room bookings with the exception of Library-sponsored events.

Flyers for events must be approved by library management and may only be posted on the community bulletin board.

Audio/Visual Equipment Use

The Library has very limited audiovisual equipment available. Deposits and fees apply for some rooms and equipment. 

The Audio/Visual (A/V) equipment consists of items listed on the A/V Rental Fee Sheet or on the meeting room's Online Room Reservation submission form.

Although this equipment is capable of functioning with a laptop computer and may be used with one, HMCPL will not supply a laptop computer, nor do we rent computers. 

Eligibility for Audio/Visual Equipment Use 

The Library may require proof that any public audiovisual presentation is not in conflict with the Children's Internet Protection Act and copyright laws.

All organizations will be required to obtain an Organizational Library Card. Check out of all equipment and assessment of fees will be facilitated with this card. In scheduling use of the A/V Equipment, priority is given to programs administered or sponsored by and organizations directly affiliated with HMCPL. In addition permission may be granted for the following uses, in order of priority and based upon availability: 

  • City and County departments, agencies or commissions.
  • Neighborhood and community organizations based in Huntsville/Madison County.
  • Other non-profit public and/or social service organizations. 

Any organization that operates in Madison County is eligible to apply for a Huntsville- Madison County Public Library Organizational Library Card free of charge. The card is only for the use of A/V equipment. The borrower will pay in advance the fee(s) for rental of the equipment and will attend training in the proper use of this equipment. 

In order to receive an Organizational Library Card, a brief letter of request (which includes a statement accepting financial responsibility for all fines and fees associated with lost or damaged A-V equipment) on organizational letterhead must be submitted along with the completed application form. 

The Organizational Library Card expires a year from the date issued. A renewal can be obtained by sending in an updated request letter with any changes that need to be made. 

Only one card will be issued to any organization. The organization is responsible for all A/V equipment borrowed against that Organizational Library Card. 

Anyone in the organization using the card must know both the library card number and PIN. 

If the organization has a change of address or phone number, or the card is lost, the library must be notified immediately. Even if the library is not notified the organization will be responsible for all fees and fines incurred on this card. 

All regulations of the Huntsville-Madison County Public Library apply to the Organizational Library Card. 

Audio/Visual Equipment Reservations 

  • Reservations for both the A/V Equipment and the meeting room should be made via the Online Room Reservation System. Reservations for A/V equipment should be requested at least two (2) weeks prior to the meeting date. Changes to the A/V rental reservation should be requested no less than one week prior to the event. 
  • Applications for use of the A/V Equipment for children or teens must be sponsored and signed by an adult representing an organization, who will assume full responsibility. 
  • Permission to use the A/V Equipment is revocable and does not constitute a lease. 

Regulations regarding use and care of Audio/Visual Equipment 

  • No organization may use the A/V Equipment to show copyrighted material without proper license. The organization using the A/V Equipment is liable for any copyright infringement and the library shall be held harmless. 
  • The A/V Equipment may only be used at the branch and meeting room in which it originates. As such, all restrictions on use of the meeting room policies also apply. 
  • Organizations must provide one person to be responsible for use of the A/V Equipment. This person must contact an A/V Staff Member at least two (2) weeks prior to the date of use to make an appointment to learn how to set up, operate and stow the A/V Equipment. The appointment time will be set at the discretion of the A/V Staff Member and will be prior to the reserved time to use the A/V Equipment. 
  • HMCPL personnel are not available to assist with the A/V Equipment during its use unless a formal request for technical support has been made in advance and the associated fees are paid. Additional fees will be charged if a staff member is needed to run audio/visual equipment without prior arrangement.
  • The A/V equipment is to be left in the condition in which it was found. The organization is responsible for damages. 
  • Set up and take down of the A/V Equipment must take place within the time allotted for the meeting. 

Audio/Visual Cancellations, Denial of Application, Appeals 

  • Any cancellation on the part of an applicant organization should be made at least 24 hours before the scheduled use date. 
  • HMCPL reserves the right to cancel use of the A/V Equipment reservation in the event of unforeseen HMCPL demands. 
  • HMCPL reserves the right to deny use of A/V Equipment to organizations that do not take proper care of the equipment, do not attend a lesson in A/V Equipment use, or are unable to use the equipment properly. 
  • Denial of application may be appealed to the Huntsville Madison County Public Library Branch Manager or the Library Director by following the Huntsville Madison County Public Library Patron Appeal Process. 

Waiver of Applicable Regulations 

The Library Director may authorize exceptions from specific regulations of this policy for HMCPL and its programs, for the Friends of the Huntsville-Madison County Public Library, LearningQUEST, Boards and Agencies of Huntsville, Local governments within Madison County, Madison County Government, or for the State of Alabama. 

Library Board Approved  3/16/16