Community and Meeting Room Use Policies and Procedures

To make community and meeting rooms available to non-profit, civic, educational and cultural groups or organizations on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

The Library’s community and meeting rooms are available for reservations during normal operating hours. The meeting rooms are available at no charge for use by non-profit, civic, educational and cultural groups or organizations and official government entities (Federal, State, County, and Municipal). All activities conducted inside the community and meeting rooms must be open to general public audiences.  Outside Organizations may reserve rooms up to 90 days in advance. A single organization may make a reservation no more than once per week.

The branch manager, according to the following priorities, will approve requests for use of the rooms:

1. Library-sponsored or related meetings and programs;

2. Government-sponsored or related meetings and activities; and

3. Community groups as described above.

Regular library service takes precedence over all other activities and the use of the meeting rooms must not interfere with the operation of the library. Library meeting rooms are intended to serve the community in its broadest sense.

Only library-related groups, either sponsoring or co-sponsoring a program, may charge an admission fee or sell a product. A percentage, to be determined by the Charleston Friends of the Library, of the admission or product's revenue is subject to be collected and donated to the Friends to benefit the Library.

All meetings or programs must be open to the public.

The name, address and phone number of the Library may not be used as the official address of any organization using the meeting rooms, nor may any non-library group using the meeting rooms publicize its activities in such a way as to imply library sponsorship.

The branch manager reserves the right to refuse the use of the rooms whenever, in the branch manager's best judgment, the use does not conform to this policy.

In unforeseen emergencies in which the Library has to cancel a meeting, the Library will attempt to give the group as much notice as possible.

1. Use of the meeting room must be in compliance with the CCPL Meeting Room Use Policy and Code of Conduct, as well as all applicable federal, state and local laws.
2. Same day bookings are not permitted. CCPL requires at least 48 hours' advance notice, excluding holidays and Sundays.  
3. Room bookings are pending until the applicant receives an approval email from CCPL staff.     
4. Applicant must be a Charleston County resident or taxpayer 18 years of age or older and should leave a phone number that can be given to patrons requesting information about the group’s meeting. Out-of-county library card holders are also eligible to use a meeting room.
5. Applicants must present a valid state identification card or driver's license.
6. Parking availability may be limited. Parking garage beneath the Main Library is free for the first hour; and $1.00 per half hour subsequent to that.
7. No material of any kind may be posted directly on the wall of the meeting room, doorways leading into the room, walls or in the halls outside of the meeting room.
8. No smoking or use of tobacco products, e-cigarettes, or other smoking devices is allowed inside any library facility.
9. Reservations are only permitted during the library’s operating hours, and reservation requests should include adequate time before the meeting commences and after the meeting is finished, for room setup, breakdown and cleanup.  
10. Reservable rooms are available beginning at 9:30 a.m. and up until 15 minutes prior to the library’s closing.   
11. Meetings must end and rooms must be empty and returned to original condition 15 minutes prior to closing.
12. The library does not provide cleaning services for meetings.
13. The applicant must accept responsibility for safety, order and condition of the room. The applicant’s responsibility for the room shall be terminated only when they have informed an authorized staff member that they have vacated the room and that it is ready to be secured.
14. The library is not responsible for items left in its facilities. Storage space is not available.
15. Meetings involving minors must be supervised by adults and reservation requests signed by an adult.
16. With prior approval, light refreshments are permitted in large meeting rooms; however, food preparation, and Sterno fuel use are not allowed.
17. The library reserves the right to cancel reservations for reasons dealing with unexpected library needs or closures, including fire, flood, earthquake, storm, hurricane or other natural disasters).
18. The branch manager or in-charge staff are authorized to revoke this agreement at any time.
19. Applicants may not engage in profit-making activities including, but not limited to, selling or exchanging goods/services; promoting sales or soliciting for future sales by samples, pictures, descriptions or collecting personal contact information.
20. Meeting spaces may not be used for workshops, seminars, or programs which include direct or indirect promotion of a business or solicitation of clients. Prohibited uses include, but are not limited to, a free presentation or seminar that is similar or identical to the Applicant's for-profit business services/activities; a presentation about a product, program or service that would be available in the future at a cost to the attendee, or a presentation that endorses membership in tiered marketing or home-based sales.
21. Programs involving physical activity or food distribution may require waivers on the part of the applicant.
22. Groups or individuals are not permitted to conduct fund-raising activities or events except those sponsored by the Library or the Friends of the Library.
23. Noncompliance with these requirements may result in denial of future requests for use of meeting rooms.

Reservation requests will be on a first-come, first-served basis. First priority is given to Charleston County Public Library programs, agencies, or affiliated groups such as Friends of the Charleston County Public Library for public programs, staff training, and business meetings. 

Reservation requests may be made up to 90 days in advance and may be made online, in person, or by phone. Groups may book a maximum of one (1) meeting per week. Completion of a meeting room application includes providing an email address and phone number to confirm any booking request. The Contact Name and Contact Number submitted when a room is requested or booked will be provided to anyone, from CCPL or the public, inquiring about the group's reservation.

Cancellations should be made at least 48 hours in advance. Failure to do so may prevent the group from further use of meeting rooms. 

Groups may arrange tables and chairs as desired in the meeting room with the requirement that they be returned to their original arrangement. Reservation requests should include adequate time before the meeting commences and after the meeting is finished, for room setup and breakdown.  All meeting rooms must be left in a clean and orderly condition. Failure to do so may affect future bookings. Groups must assume all responsibility for damage to library facilities and equipment, and the library is not responsible for supplies, equipment, or other items owned by the community groups and used by them in the library. The library does provide some A/V equipment, provided the applicant requests use of these items at least 48 hours prior to use. 

Meeting rooms are arranged conference style only; no furniture may be added to the meeting room.