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.
Event spaces, study, conference or meeting rooms, and makerspace equipment 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.
Individuals or Organizations are invited to reserve our event spaces, study, conference or meeting rooms, and makerspace equipment for their own use provided they abide by these policies.
- Groups and individuals must agree to these policies during the reservation process.
- A free library card is required for any group or individual who would like to use our rooms or equipment. Visit https://hmcpl.org/getting-started for more information.
- No illegal activities are allowed: Rooms or equipment may not be used for purposes prohibited by City, County, State, or Federal law. Please refer to our Library Code of Conduct.
- The rooms and equipment will be scheduled on a first-come, first-served basis.
- The larger capacity rooms require a security deposit in addition to any relevant fees.
- Parties, receptions and celebrations and other private events are fee-based and may be booked by Groups or Individuals 18 or over.
- All meetings must be open to the general public if not paying a fee to use the room privately.
- Library staff may enter the meeting room at any time during a scheduled meeting.
- The fact that a group is permitted to meet at the Library does NOT, in any way, constitute an endorsement of the group's policies or beliefs.
- Alcohol may be served at booked events at some locations. Rules do apply.
In addition to library programming, the rooms are available to Individuals, Profit, Non-Profit, Government or Educational organizations.
The following types of organizations and individuals are eligible and classified for the purpose of establishing room rental fees:
- Patron (No Organization): A civic, educational, or cultural group or individual that does not hold a 501(c)(3) status or other documentation and is not a for-profit sole-proprietorship, partnership, or corporation.
- For Profit Groups: A sole-proprietorship, partnership, corporation or limited liability corporation.
- Non-Profit Groups: An IRS recognized non-profit entity that can provide proof of 501(c)(3) status or other written documentation of non-profit status. Organizational bylaws or charters may be submitted as evidence of non-profit status pending an application to the IRS for 501(c)(3) status.
- Governmental or Educational: A group sponsored by a city, county, state or federal agency. Emails associated with the primary contact must have a .gov, .edu or official email of the educational institution.
Friends of the Library or Library Foundation events are considered Library sponsored events and may be entered by library staff.
- 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.
- Food and beverages may be served inside the larger community rooms.
- Violation of any library policy or of our Code of Conduct.
- Library staff will not accept calls or relay messages to people attending meetings except in emergencies.
- Political campaign events for one candidate or candidates of one political party. Any campaign event held at the Library must extend invitations to all the candidates qualifying for an election. The Library must be given proof that all candidates were extended an invitation for the event.
- Paid tutoring sessions.
- Candles and other open flames are prohibited.
- Signs, decorations, or other objects are not to be taped or attached to walls, doors, windows, or columns in any permanent or damaging manner.
- No equipment is to be removed from the meeting rooms and furniture from other areas may not be brought into the meeting room. Groups using the rooms are responsible for reimbursing the library for any damage to library furniture or equipment.
- Excessive noise or disruption to the functions of the Library is not permitted. Music and noise must be kept to a reasonable level.
- Children must be supervised at all times. The library is not responsible for children left unattended while their parent or guardian is in a meeting at the library
Reservations should be made in the Online Room Reservation System at http://hmcpl.org/reserve. Appointments for training on how to use the online reservation system are available by emailing email@example.com.
Groups or Individuals must not assume that library personnel have made or will make room bookings for any event.
Rooms and equipment users must have their reservations in their own name and Library account.
The Library assumes no responsibility for personal injuries, thefts, damages, or losses of private property while using Library meeting rooms or makerspaces. Groups using the meeting rooms shall hold harmless, indemnify and defend the Library from any claims involving use of the meeting rooms or makerspaces, including, but not limited to, claims for personal injuries, thefts, damages, or loss of private property. Such groups assume liability for any such claims, including claims for damages to the Library property. Storage space and porter services are not available.
Proof of liability insurance may be required.
The nearest booking available for Event Spaces and Meeting Rooms is seven days. Makerspaces maybe booked in three days. Study rooms are available immediately.
Event Spaces and Meeting Rooms may be booked six months in advance. For larger events that require planning prior to 6 months, please call the branch in which you are interested. Makerspaces and Study Rooms may be booked 32 days in advance.
Number of Bookings
Those using Meeting Rooms and Event Spaces are limited to six reservations in six months. Those using Study rooms and Makerspaces reservations are limited to one per day.
Fee-Based Meeting Room Additions
Fee-Based additions are available at some locations and based on room capacity. Individuals and all types of organizations must pay for the following options:
- Hourly Fees, based on room capacities, are mandated for some rooms when used by For-Profit Organizations or Individual Patrons.
- After hours use is allowed at select locations on a case by case basis. Groups using Library space after closing are required to use and pay all Library contracted security and cleaning costs that are included in the After Hours Use fee.
- Alcohol may be served under the following guidelines and conditions at select locations. Groups or individuals who have booked select rooms in the library may serve alcohol during their events provided the Alcohol Fee has been added to the reservation and paid in advance. Alcoholic beverages may not be sold by groups renting the rooms. Library sponsored events may serve alcohol outside of regular library hours in the Library.
- The caterer for the event must hold the necessary local and state alcohol licenses and abide by all local and state laws pertaining to the service of alcoholic beverages.
- The room requestor must provide ATF Certified bartender. The Alcohol Fee does not cover the payment to the Bartender and the requestor will pay the bartender directly.
- The room requester is fully responsible for the alcohol consumption of guests and their behavior.
- Alcohol can only be served in the room reserved for use.
- Audio/visual equipment or room set-up is available at some locations.
- Some locations may offer room setups as a fee-based option; otherwise users are responsible for setting up the room according to their own needs. Reservations must allow time for the setup and cleanup of the room during the Library's regular hours and during their reservation time. Cleanup must be completed at least five minutes before the Library closes. Users will automatically be billed $10 for every five minutes past closing.
- Ticketed or private events, (events not open to the public) are fee based and require selection and payment of the Ticketed or Private Event option in the reservation.
- Merchandise sales, (including fundraisers, or any activity generating revenue, regardless of whether goods or services are sold at the meeting) requires selection and payment of the Merchandise Sales event option in the reservation process. Professional services are not to be conducted in the Library. If applicable, groups must obtain a sales tax license and comply with all applicable City and State laws.
Some rooms require a security deposit. The security deposit will be refunded approximately two weeks after the event in the form of a check sent via USPS provided the meeting facility is found to be in satisfactory condition following the event using a condition checklist. If the facility is found to be in unsatisfactory condition, the deposit will be forfeited. Unsatisfactory conditions include, but are not limited to: stains, gum, and/or burns on the carpet; damaged walls or ceiling tiles; broken furniture and/or appliances.
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 http://hmcpl.org.
When a severe or inclement weather warning is issued, the library staff will follow set procedures. All persons in the building must comply with procedures.
If one-time events in the meeting rooms are canceled due to inclement weather, events will be rescheduled for another date or a full refund will be provided.
If any regularly scheduled meeting is canceled due to the Library closing for inclement weather, the group will be given an opportunity to reschedule its meeting or a credit will be applied to its next event’s fees.
Should there be a scheduling conflict, library sponsored events will have priority. The Library will attempt to inform any group using the meeting room as early as possible. The use of the meeting rooms must not interfere with the use of the Library by others.
The library reserves the right to relocate a group within the library if circumstances warrant.
In order to cancel, reschedule or transfer a fee-based reservation, users must inform the Library seven days in advance of the scheduled meeting. Users are able to cancel their reservations online. If these conditions are not met, the fee and deposit will be forfeited. If eligible for a refund, credit card processing fees will be deducted. Study Room reservations not claimed will be cancelled after 30 minutes in order to make the room available for other users.
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 or individuals for the following reasons:
- Library sponsored programs and events take precedence over meeting room use by outside organizations unless they are paying fees. If cancellation of a scheduled program is necessary, notice will be given as soon as reasonably possible.
- The group or individual has perpetrated previous damage, violated a rule or has misrepresented the purpose of the organization or meeting or makerspace use to be held at the Library.
- The group or individual reserved the space but was not present at the time of the event.
- Fees were not paid seven days after approval of the event.
- Audiovisual equipment was not returned after the event.
Audio/Visual Equipment Use
Many of our meeting rooms have Audio/Visual (A/V) equipment available for rent.
Audio/Visual Equipment Reservations
Reservations for the A/V Equipment should be made via the online room reservation system found at http://hmcpl.org/reserve under Additional Resources for the requested room. Changes to the A/V rental reservation should be requested no less than seven days prior to the event.
Requests for use of the A/V Equipment for children or teens must be sponsored and signed by an adult who will assume full responsibility.
Permission to use the A/V Equipment is revocable and does not constitute a lease.
The A/V Equipment may be used only 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 during each scheduled event. This person must contact an A/V Staff Member at least one (1) week 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 must 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 A/V Equipment without prior arrangement.
Set up and take down of the A/V Equipment must take place within the time allotted for the meeting.
Eligibility for Audio/Visual Equipment Use
A/V equipment in our meeting rooms and all equipment will be “checked out” to the organization or individual Library Card used to create the reservation.
The user is responsible for all A/V equipment borrowed against that Library Card. Only one email address can be associated with the account, however multiple authorized users may be listed on a group account. The card holder will be responsible for all fees and fines incurred on this card. All regulations of the Huntsville-Madison County Public Library apply to the Library Card. The Library may require proof that any public audiovisual presentation is not in conflict with the Children's Internet Protection Act and copyright laws.
The equipment must be “checked in” and returned in the same condition in which it was found. The account holder is responsible for damages.
If the organization has a change of email, physical address or phone number, or the card is lost, the library must be notified immediately from the verified email account previously associated with the organization. Even if the library is not notified of changes, the organization will be responsible for all fees and fines incurred on this card.
Audio/Visual Cancellations, Denial of Application, Appeals
Any cancellation on the part of an applicant organization should be made at least seven days 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.
Wireless Internet access is available in the meeting rooms.
The meeting rooms are available during the Library's regular operating hours and after hours at some locations.
The Library will not advertise meeting room bookings with the exception of Library-sponsored events. Flyers for events may only be posted on the community bulletin board in library buildings.
The name or address of the library is not to be used in handouts or advertising of any kind except as a source of location. No group may use the library as a mailing address. Groups may not use the library’s phone number as a contact for program information. The library may not be listed as a sponsor of an event without prior approval from the Branch Manager or Library Director.
Waiver of Applicable Regulations
The Library Director may authorize exceptions from specific regulations and fees of this policy for HMCPL and its programs, for the Friends of the Huntsville-Madison County Public Library, Learning QUEST, organizations with which the Library has an MOU or MOA, Boards and Agencies of Huntsville, local governments within Madison County, Madison County Government, or for the State of Alabama. The Library Board reserves the right to amend any regulations without prior notice.