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Meeting Rooms: Public Use

Public Use

The Mammen Family Public Library is governed by the Bulverde Area Rural Library District policies.  We have meeting rooms and study spaces available for small community centered or not-for-profit/non-commercial group meetings having no charge events.

For groups of 6 or less:  Study Rooms: Walk-in availability only - these rooms cannot be reserved in advance

  • You must sign the Sign-up Sheet on the door before using the room
  • There is a (2) two hour time limit for room use
  • If no one has signed up after your (2) two hour time limit, you can sign up for another (1) hour time frame
  • If you fail to sign in on the Sign-up sheet, you may be asked to leave the room if another person is waiting for a room
  • Please read the policy posted in the room or online in our Meeting Room Policy

For groups of 7 or more:

  • The Library cannot accommodate private parties, social events, and/or religious services. 
  • Entities may not use the rooms for events to solicit money or another thing of value, charge admission, or sell, or advertise for sale, goods or services. 
  • Fundraising or educational events for local non-profit entities may be considered on a case to case basis.
  • Alcohol may not be served in the meeting spaces without approval from the Library Director.

Bulverde Area Rural Library District

Meeting Room Policy (Approved May 13, 2019)

Meeting rooms in the Bulverde Area Rural Library District are primarily used for library programs and events, but are sometimes available for small community centered or not-for-profit/non-commercial group meetings having no charge events. Any issues not covered in Library policies will be resolved by discussion with the Facilities Manager and the Library Director.  The safety and security of our staff and patrons are a factor in determining how the rooms will be used.

To request meeting room use:

  • Please read Who can use and how often you can book in side bar to the right to determine if you qualify to request room use.
  • Interested parties must agree to the Bulverde Area Rural Library District Meeting Room Policy and fill out a Meeting Room Request form at least 72 hours prior to the event.
  • Requesters must be over 18 years of age and an MFPL card holder. A library staff member will follow up by email within 72 hours regarding the status of your request. 
  • A refundable deposit will be required of individuals or groups using the meeting rooms.  The individual making the reservation, as well as the group as a whole, is responsible for damages that result from the group’s use of the meeting room. See Care and Use of a Meeting Room below.
  • Smoking is prohibited on Library property.
  • All advertising for Community and Not-for-Profit/Non-Commercial group events must include the statement: This event is not affiliated with or sponsored by the Bulverde Area Rural Library District or Mammen Family Public Library.
  • The library’s phone number should not be given out as a contact for inquiries about the event.
  • The Library reserves the right to reschedule an event in case of emergency or unforeseen circumstances.
  • These rules may be revised at any time without notice.

Meeting Room Request Form

Tutors

Tutors are welcome to tutor in shared library spaces, if they can do so without disturbing others, or may use a walk-in Study Room per Library Study Room policy (see below) and availability.  Tutors are limited to working with three students or fewer at a time.

Who can use and how often can you book a room?

Community and Not-for-profit/Non-commercial groups:

Subject to room availability and Library scheduling constraints, Community and Not-for-Profit/Non-Commercial groups, who are not selling products or services, may be approved to use a meeting room during library hours, once per month, for educational, civic, cultural or intellectual pursuits. Such use is generally limited to groups with fewer than 30 people and requires advance notice.

All advertising for Community and Not-for-Profit/Non-Commercial group events must include the statement: This event is not affiliated with or sponsored by the Bulverde Area Rural Library District or Mammen Family Public Library. The library’s phone number should not be given out as a contact for inquiries about the event.

The Library reserves the right to reschedule an event in case of emergency or unforeseen circumstances.

Care and Use of a Meeting Room

  • A group or customer using a meeting room:
    • may not make noise that disturbs another Library customer or the Library staff. 
    • must completely vacate the room at least 15 minutes before the Library’s closing time. 
    • must leave a meeting room in the condition in which the room was found. 
    • may not bring furniture or equipment from the main area of the library into a meeting room without approval. 
    • should remove any trash produced during their meeting at the end of the meeting. 
    • may not affix, tape, or fix with an adhesive any item to any part of a meeting room, including a wall, door, window treatment, or woodwork. Nothing should touch or be attached to the room partitions as they are easily damaged.
    • may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use.
    • must keep all doors unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits. 
    • must use a public entrance for all access to and from the building, including all deliveries.
  • The Library does not set up or arrange furniture or equipment in a meeting room.  If a group or customer rearranges the furniture, they must return the furniture to the original arrangement before leaving the room.
  • A group may bring its own furniture or equipment into a meeting room with advance approval.
    • Arrangements for the use of such furniture or equipment must be made at the time the room is reserved. 
    • The Facilities Manager or the Director must be notified when furniture or equipment is brought into the Library, and the furniture or equipment must be promptly removed at the end of the meeting.
  • Attendance at a meeting is limited to the capacity of the individual meeting room. Seating or furniture may not be placed in a corridor outside the meeting room without approval.