St. Bernard Parish Library

2600 Palmisano Blvd. - Chalmette, LA 70043 - 504.279.0448

Meeting Rooms

Meeting Room Policy Purpose of Meeting Room

Meeting rooms are primarily designed for St. Bernard Parish Library programs and use; therefore, programs and activities produced and sponsored by the library are given first priority for use of all meeting and study rooms.

When not in use by the library, the rooms may be reserved by groups for lawful, non­ commercial uses free-of-charge if the meeting has a public purpose, a public benefit, and an educational value. This encompasses not-for-profit community-based civic, cultural, educational  organizations, and  organizations sponsoring public hearings. All reservations are subject to room availability and adherence to library guidelines.

Prohibited Uses

St. Bernard Parish Library meeting room may not be used for:

  1. Any purpose that interferes with the operations of the library.
  2. Some political activities are not allowed in the library rooms: political activities whose purpose is to support or oppose any political party or candidate for public office; any activities requiring an individual or group to file a campaign finance disclosure report under state or federal law; or any activities requiring an individual or group to file a lobby report under state or federal law. However, general meetings on political topics and forums discussing opposing viewpoints may be held.
  3. Generally, programs involving the sales, trading, advertising, solicitation of goods and services, or promotion of commercial products or services. Meeting room facilities cannot be booked by private individuals who seek to conduct regularly scheduled transactions at the library in lieu of renting office space.
  4. Social gatherings such as company parties, family reunions, birthday parties, showers, wedding and wedding receptions, etc.
  5. All unlawful/illegal actions as defined by federal and/or state law.
  6. Any activities associated with gambling or games of chance where money is exchanged. However, community gatherings and non-profit activities, including games, hobbies, and activities are permitted. No money can be exchanged.
  7. Legal depositions that require special accommodations or restrictions. General Guidelines
  8. All meetings shall be free and open to the public – no admission, registration charges, or fees to cover expenses for speakers, supplies, etc. or offering anything of value as an inducement to attend an event. This includes before, during or after a meeting on library property.
  • All pre-registration must be handled by the presenter of the program or official sponsoring the program. Registrations are made on a first come, first served basis.
  • All weapons, tobacco and vape products are strictly prohibited on library property. Alcohol is prohibited, except for library functions specifically approved by the Library Board or Parish Government.
  • The meeting room is available only during posted library hours. The room must be vacated 15 minutes prior to closing time. Occupancy beyond closing time will result in a fee of $60.
  • Set up of the room may not occur until the regularly scheduled library opening time.
  • Normal operation of the library is not to be disrupted by users of the meeting room.
  • Groups reserving the meeting room will not publicize in a manner suggesting library sponsorship or affiliation. The library does not disseminate information for non­ library sponsored meetings or register participants for non-library sponsored meetings.
  • The meeting room will be reserved by adults only. Youth groups are welcome to use the meeting room if a responsible adult reserves the room and supervises the group at all times.
  • Chairs and tables are available for meeting room use. The room shall be left in an orderly condition, and it is the responsibility of the group using the room to replace all furniture to its original position. Library staff cannot assist with this task.
  • Materials are not to be attached to walls, windows, doors or furnishings.
  • Light refreshments may be served: examples include sandwiches, pastries, assorted cheese platters, fruit and nut trays and COVERED drinks. Chafing dishes and other cooking equipment are not allowed. A $60 fee is charged for janitorial services.
  • Any breakage or damage to library building or property during an event shall be paid for by the group using the meeting room, including cleaning of the carpet because of food or beverage spills, etc. Furthermore, grease, food, etc. are not to be put down the drains or toilets. All trash must be bagged and removed from the room before the group leaves. Library staff cannot assist with this task.
  • The person signing the meeting room application will be held responsible for all problems relating to use of the room. The library assumes no liability for any damages that may occur to individuals, personal property, facilities, or equipment as the result of the meeting.
  • Groups are welcome to bring their own equipment. A drop-down screen is available in the meeting room. Audio-visual equipment is available with arrangements made in advance. A qualified operator must successfully demonstrate to library personnel correct use of equipment prior to the meeting. The library is not responsible for equipment, supplies, or other items used in the library owned by groups or individuals.
  • A responsible group member will take a headcount of all persons in attendance and give the count to a staff member at the circulation desk so the number can be recorded for administrative purposes.
  • Failure to comply with meeting room guidelines will result in the immediate termination of meeting room privileges.

Reservation of Meeting Room

  1. Meeting rooms are scheduled on a first-come, first-served basis. 2.   Meeting rooms are for groups of 5 or more.
  2. An application is made on the form provided by the library and is submitted by a primary representative of the applicant group. This representative is responsible for the conduct of the group and adherence to meeting room rules.
  3. An inquiry of availability or completed meeting room application does not constitute a reservation. A room is reserved only after written approval by library personnel.
  4. Applications may be made up to sixty (60) days in advance, but no later than three

(3) working days before the meeting date.

  • Only library-affiliated groups may use a library meeting room more than 3 times in one 60-day period.
  • Meeting room use by non-library sponsored groups is for specific events rather than for regularly scheduled, ongoing meetings.

Cancellation of Meeting Room Reservations

  1. Library staff shall be notified of meeting cancellations by the representative of the organization 24 hours before the scheduled event.
  2. The library reserves the right to cancel reservations with 24-hour notice if the room is needed for library programming. The library will make every effort to avoid cancellations but does reserve that right.
  3. Meeting room use may be cancelled with no notice due to circumstances beyond the library’s control.

SPECIAL RESERVATIONS – MUST BE BOARD APPROVED

Commercial groups may be permitted to rent the meeting room for a $60 per hour fee (cash). A commercial group is one that engages in actual selling, contracting to sell, or soliciting information for future sales. This includes the sale of materials, books or objects, etc. requiring the collection of money or payment of fees of any kind. Any commercial activity must clearly be described on the reservation form. A list of attendees/phone numbers or emails cannot be collected. The guidelines for non-profits using the meeting room must be followed.

Commercial businesses may be permitted to rent the meeting room for training/educating its staff. The cost is $60 per hour (cash). The guidelines for non-profits using the meeting room must be followed.

Adopted October 20, 2025