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Policy for the Public use of Library Facilities
The Real County Public Library (RCPL) provides library service to residents and other members of our Hill Country community, in part, through the use of the library building and grounds. This public use policy outlines how community organizations or individuals may use these library spaces.
At the RCPL, our facilities are available to the community for uses that will enhance the library’s role as an essential community resource. Programs scheduled in the library’s facilities must not interfere with the delivery of regular public library services. The Librarians, at the RCPL, are authorized to implement procedures for the use of library facilities consistent with this Board-approved policy.
Permission to use the meeting rooms does not constitute endorsement of the policies, beliefs or goals of the program sponsor, nor does any advertisement or publicity indicate endorsement or sponsorship by the RCPL Board of Directors or staff of the Real County Public Library.
The Librarians reserve the right to approve or disapprove each application for the use of the facilities, and may impose such restrictions as judged appropriate for a particular program or use.
Librarians may cancel any planned event when it is deemed to be in the interest of the Real County Public Library to do so. Failure to observe regulations governing the use of the meeting rooms may result in denial of use in the future.
Space Use Regulations and Requirements
Facilities are scheduled on a first-come, first-served basis and are available at the primary discretion of the RCPL librarians.
Library activities and those the library jointly sponsors with other organizations will have first priority in scheduling. Where possible, scheduling preference will be given to applicants based in Leakey, TX.
Library facilities may be made available to non-library organizations for the pursuit of social, cultural, educational, recreational and non-partisan political activities. Religious organizations are eligible to schedule meetings but they may not hold worship or instructional services at the library.
Unless approved by the RCPL librarians, use of the library facilities by an individual or organization shall not exceed five times per year.
Reservations may be made up to 6 months in advance.
No program will be permitted which poses the imminent threat of public unrest or violence. No programs will be permitted that endangers patrons, staff, facilities, or otherwise materially interferes with operations at the RCPL.
There is no smoking allowed or the use of smokeless tobacco products; an applicant who wishes to serve alcohol must obtain prior approval by the library and must provide the library with a copy of the proper permit if sold.
Applicants must provide all supplies, food, paper goods and service utensils, other than items on the equipment list.
Existing exhibitions displayed in the Meeting Room will be closed to the public when it has been reserved for a program. Objects on display may not be moved or disturbed.
The applicant must restore the library premises to their original condition immediately after they have been used with all trash bagged and removed.
Program publicity is the applicant’s responsibility, though the RCPL may include program notices at its entrance and on its website. Publication of publicity of non-library functions is strictly at the discretion on the librarians.
In case of emergency building closure, the scheduled program will be cancelled and the applicant will be offered the opportunity to reschedule or to have room fees refunded.
All displays and brochure for the meeting will be contained within the meeting room. No displays except directional signs will be allowed in the public area of the RCPL.
Any furniture, equipment, or materials (collectively, “Additional Equipment), brought into the building for the applicant’s program is the responsibility of the applicant and must have prior approval of the librarians. The RCPL assumes no responsibility whatsoever for any property placed in the library in connection with the applicant’s program. The applicant agrees to indemnify, defend and hold harmless the RCPL, its Board of Directors, employees and volunteers from any and all liability for any loss, injury or damage to persons or property which may be sustained during or by reason of a program or the Additional Equipment used during the program held on the RCPL’s premises.
Application Process
- An application must be made in writing on the official application form and submitted.
- Applications for use of the library’s facilities when the library is not open to the public must be signed by an authorized officer of the organization or business requesting use of the facility. If applicant is an individual, they must agree to be financially responsible for the event and library facility. It the applicant is a youth group or organization, a responsible adult over the age of 18 years must co-sign the application, as well.
- Applicant must agree to have an authorized adult representative in attendance who will supervise all persons upon the premises to ensure that the event is conducted in a safe and orderly manner and that none engage in unlawful or improper conduct.
- Applicants must agree to accept full responsibility for the facilities and to comply with all regulations governing its use. This binds the applicant and the organization, if any, to hold harmless, defend and indemnify the RCPL from and against any all claims of injury, death and/or property loss or damage arising from any condition of the premises, or any acts or omissions of the applicant or organization or other in connection with the program or event.
- A ‘reserved’ date may be established over the phone or via e-mail prior to application submission, but the date is not final until the application form is received and approved by the RCPL staff.
- In the event that the event needs to be cancelled, the applicant must notify the library staff in a timely manner.
- Any room deposit fees must be paid in advance and no later than one week prior to the event.
- The applicant is liable for any damage done to premises, its furnishing or equipment.
Fees for Room Use:
Donors to the RCPL may qualify to use the library’s facilities at no fee as authorized by the Librarians.
The RCPL reserves the right to charge a fee for events that require additional staff for:
- Audio visual support
- Assistance with event when the library is not open to the public
- Special room set up or custodial services before or after the event.
Meeting Room Facilities Available:
Board Room
Size: 12 ft. wide x 18 ft. long with privacy door
Capacity: Maximum 12 persons
Equipment: 12 fabric covered, swivel chairs
4 rectangular tables with wheels
White board with dry-erase markers and eraser
(White board can double as a projector screen)
Activity Room
Size: 12 ft. wide x 24 feet long with privacy door
Capacity: Maximum 16 persons
Equipment: 16 fabric covered, foldable chairs
8 rectangular table with wheels
Vizio television screen with video capabilities
on moveable cart
Main Room (Open to library facilities)
Size: 16 ft. wide x 20 ft. long
Capacity: Maximum 24 persons
Equipment: 2 round tables
8 wooden chairs
Or 24 fabric covered chairs only
9 ft. wide x 12 ft. tall projection screen
(suspended from ceiling)
Laptop and cables also available upon request.
