The library welcomes community use of meeting rooms. To facilitate use, please follow these rules.

Purpose

The purpose of the Wilson County Public Library (WCPL) Meeting Rooms Policy is to provide clear guidance for use of the library’s meeting spaces.

Library programs take priority over other uses. The Main Library is a polling location, and elections take priority over all other uses. Wilson County Public Library, Friends of the Library, and Wilson County Government’s usage take precedence over any other reservations. Rooms may not be used for private social functions; this includes parties, graduations, showers, birthdays, and other celebrations. Permission to use the library’s meeting spaces does not represent the library’s endorsement of the meeting content or participants’ beliefs.

Access

An active library account is required to reserve the assembly and conference rooms. A completed meeting room application must be submitted online and must include the contact’s name, address, phone number, and library card number for assembly and conference room reservations. On the application, the purpose of the meeting must be clearly stated, as well as the expected number of attendees, the meeting space desired, and any equipment needs. The library reserves the right, if necessary, to re-assign space based on the number of expected attendees or library needs. The library reserves the right to cancel space reservations.

Requirements & Restrictions 

• The applicant for any meeting room reservation must be present for the duration of use.
• Assembly room and conference room reservations by organizations are limited to twice in a single month and 12 times in a calendar year. These rooms may not be reserved more than three months in advance. Small group rooms, children’s tutoring rooms, and the Maker Space may be reserved as needed for two-hour sessions, or more depending on demand.
• For assembly room and conference room reservations, the applicant must be over the age of 18 and have a valid library card.
• For assembly and conference room reservations, any requested AV/computer equipment must be reserved ahead of time and approved prior to date of use to ensure there is staff available to assist with setup or questions. A group member may be designated to schedule training with library staff on equipment operation prior to use if necessary.
• Meeting room users are required to include the name of the sponsoring group in any advertising or announcements and to report on the attendance to library staff after each meeting. Any advertising on behalf of the sponsoring group must provide the statement, “This event is not sponsored by the Wilson County Public Library.”
• Meetings in all locations may be observed by Library staff.
• Small group rooms may be reserved for business or community meetings, testing, including proctored exams, group or online meetings, job interviews, and participating in online classes.
• Extended time beyond two hours may be granted at the discretion of library staff.
• For safety reasons, meeting rooms will not exceed the recommended room capacity. Exceeding space capacity will result in cancellation of the event.
• Library staff cannot take messages for attendees.
• The library is not liable for any lost or stolen items resulting during the use of meeting rooms, nor may supplies or equipment be left or stored in the library for later use or pick up.
• Groups may collect membership dues but not admission fees. Solicitation and sales are not allowed. Library-hosted programs may include sales for books, for example, during author programs and Friends of the Library book sales.
• Meeting rooms are available for use during normal library hours and must be vacated 10 minutes prior to Library closing.
• Patrons must check in with staff upon arrival and departure so that staff may provide access to the reserved space and document the number of attendees.
• Access to meeting spaces is limited to the time approved. Time for the setup and breakdown needs to be included in the timeframe.
• Users are expected to leave the room as they found it, including placing trash in receptacles and returning equipment and furnishings to the original configuration. The primary contact listed on the application form is responsible for extra cleaning costs resulting from the use of meeting rooms and for any damage to the building or equipment.
• Meeting room space is limited; therefore, 24-hour notice of cancellation is required. Two no-shows without such notice will result in the suspension of meeting room privileges for the individual or group in question. A request for reinstatement must be made to the library director.
• Meeting rooms may not be used for illegal activities of any kind.
• Rooms may not be used by any organization whose purpose or beliefs espouse discrimination of race, gender, sex, religion, ethnicity, or any other group(s) of people.
• Meeting rooms may not be used for personal purposes such as birthday, graduation, or shower celebrations.
• The library director and management reserve the right to decline reservations.
• The library director and Wilson County Government administration reserve the right to permanently deny further use of meeting rooms or space to any individual or group in violation of library policies.
• Food and beverages are allowed in the assembly and conference rooms, but the food must stay within these designated spaces. Food and beverages are not allowed in the small group rooms.
• If library staff observes inappropriate behaviors that are in violation of the requirements and restrictions, library staff have the right to ask the individual group to leave the premises.
• If library policies are not followed, staff reserves the right to ask meeting participants to leave.

Expected Behaviors and Responsibilities

Reviewed and approved by Wilson County Public Library Board of Trustees on 1/6/2026