Procedures and Guidelines:
“The City Librarian is authorized to issue rules that are consistent with this policy and further its implementation” (Sec. 13, paragraph 1, The San Francisco Public Library Meeting Room Policy, July 2, 1996)
Priority of Use
- First priority shall be granted to Library-sponsored events. In prioritized order these include: 1) Library staff-generated meetings. 2) Events jointly sponsored by the Library and its affiliate groups. 3) Events jointly sponsored by the library and other community groups.
- Second priority will be given to: 1) public meetings sponsored by other city departments, agencies and commissions. 2) meetings and events sponsored by neighborhoods and community-based groups and organizations from the area served by the particular library facility
- Third priority will be given to children, youth groups and organizations involved in literacy or educational programs.
- Fourth priority will be given to other non-profit public and /or social service organizations.
Access:
- All meetings shall be open to the public except for staff operations meetings, authorized executive sessions of City Commissions, and administrative meetings of municipal agencies.
- Municipal staff meetings may be held and noted as such. These meetings will not be posted as open, public meetings.
- For municipal meetings open to the public, the meeting room application for ‘Community Use’ shall be filed.
Applications, Scheduling and Posting
- Applicants shall make requests for meeting rooms on an application form provided by the Library.
- The library will not accept an application from a group for a meeting of fewer than six (6) persons.
- Organizations requesting use of meeting rooms must be located in or operate on a regular basis within the City and County of San Francisco.
- An application must be filed at least one week prior to the event, (Event dates will not be held or confirmed before an application is filed. Rule waivers will not be granted before an application is filed).
- Reservations may be made for up to but no more than six (6) months in advance of the event date.
- Reservations are not confirmed until the application has been signed by the appropriate Library administrator and returned to the organization representative.
- Confirmed applications must be presented to designated Library staff for access to event space.
- A short, on-site orientation on building use and care is required of the representatives of groups using the building for the first time and must be scheduled at least 10 days before the event.
- The group representative (‘primary contact person’) is required to be present throughout the event.
- The Library will post schedules of public meetings for public review at least 72 hours in advance of all meetings or activities. The posting will be in a place designated by the Branch librarian as well as in the Documents section of the Main Library.
- Meeting announcements are to include the name of the event representative along with a contact phone number,(announcements of events taking place in the Library shall not promote a service or product for commercial gain).
Availability of Facilities:
- Facilities are generally available during open hours. Permission will be granted for use of certain facilities during closed hours only if the requesting organization is willing to cover the costs of a staff member and/or a janitor on the premises. Permission will also be dependent on the availability of staff.
- Main Library meeting rooms are available for municipal use from 8:00 am to one half hour before the Library closes. The meeting rooms are not available for such use after regular public service hours (see ‘File Application’, pg. 6, for Main Library public service hours).
Frequency of Use
- Reservations are limited to a maximum of three separate dates within a six (6) month period for a program/workshop series.
- At the conclusion of a second municipal program/event in a series, the Library will accept an application for another series of three dates. In no case will the Library have pending reservations for more than four events in a series.
- Reservations for a series must be made by the primary sponsoring agency. Multiple source applications for a series of workshops will not be accepted
Cancellations: A 78 hour Public notice of groups meeting at the Library requires events shall be cancelled no later than end of business day, Thursday, the week prior to the event date. In this way, others may be able to use the space and assigned support staff may re-schedule time accordingly.
Event Representative: The application must state the responsible party for the program (on the application form under ‘primary contact person’). This person must receive training (orientation) in the use and care of the Library and meeting rooms, be present to open room, greet attendees, and be available to resolve problems that may arise (see ‘Application, Scheduling, Posting’ pg.2, guideline # 8).
Sale of Merchandise
- No outside group or organization using a Library meeting room shall: 1) charge an admission fee or solicit donations, 2) sell or promote any material or service for private profit or gain, 3) engage in fund raising activities, (excepting those groups who have contracted with the Library to do so in support of Library programs and activities).
- Groups may collect dues and/or coffee money from members when such activity is: 1) pre-approved by the Library and 2) published as an agenda item.
Unauthorized Activity
- Allowing meetings to run later than the authorized time of room use specified on the application.
- Smoking in any public meeting place.
- Failing to remove, after use of the facility, any equipment, materials, utensils and other items belonging to the organization.
- Failing to clean up after the meeting and leave the room in the same condition as found.
- Serving refreshments (food or beverages) without prior approval, (to ensure proper cleanliness and health standards, the consumption of food or beverages in Library meeting rooms must be authorized within the application process).
- Using material, equipment or supplies-other than paper and writing utensils-that have not been authorized within the application process.
- Using the meeting rooms without an adult/child supervision ratio of 1 adult per 20 children.
- Using open flames without Library Administration and/or City Fire Department authorization (includes lighted candles, incense, chafing-dish sterno(s) and any butane or propane fueled appliance. Most require a Fire Department permit; all are subject to a Library engineer ‘fire-watch’ fee- see ‘Schedule Fee List’ of service charges). Fire Department Permits: 415.558.3300.
- Defacing or damaging the meeting room, its furniture or equipment in any way (e.g. posting or mounting materials on walls or doors without permission, painting or writing on any surface).
- Stealing Library property.
- Creating noise levels that are disruptive to Library services.
- Recruiting for a course or program for which a charge is to be made.
- Any activity in the meeting room that is deemed in violation of federal, state, city or county laws, codes or ordinances.
- Any other violations of the rules or policies of the Library.
Breach of Rules: Failure to comply with Library room rules and agreements set forth herein will result in the revocation of an organization’s meeting room privileges.
Fees:
“The Library reserves the right to collect payment for costs incurred in the use of a meeting room,” (Sec. 4, paragraph 1, Library Meeting Room Policy).
- The Library must be reimbursed for damages incurred.
Main Library
-
BASIC ROOM USE: Access and basic use of meeting rooms during regular hours of operation and with the ‘mainstay’ furniture set-up are free of charge, (see ‘Room Set-Up Work Order Form’ for the default and optional room set-ups).
-
SPECIAL ROOM USE: (See “Meeting Room Fee Checklist” for charges associated with staff time in providing the following support service for special room use):
-
Custodial Support Service for:
- special room configurations
- refreshment allowances
- Audio/Visual, Media Support Services
- Security
- Engineering support services.
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SPECIAL ROOM USE does not include use of Library photocopiers, telephones or any other equipment or service not specified in the Fee Schedule list of services.
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The Library staff will not be responsible for shipping, handling, storing or disposing of materials related to a community event.
Fee Waivers:
Fees for special use of Library meeting rooms may be waived only under the following circumstances:
- Cancellation is given with appropriate notice (see ‘Cancellation’, page 3)
- Emergency situations (earthquakes, fire, etc.) whereby the use of the room(s) will best serve the public good (to be determined and authorized by the Library Commission only).
Emergency Evacuation Procedures for Use Of Koret Auditorium & Latino/Hispanic Community Meeting Rooms:
The meeting coordinator (‘primary contact person’ on application) assumes the temporary role of emergency evacuation warden for their event. They are required to be present for the entire event until all attendees have vacated and security notified.
Prior to Your Event:
The Meeting Room Manager will review your role as evacuation warden:
-
Walking the lower level to become familiar with the location of:
- fire exits and options including fire stairs for use by disabled attendees
- fire extinguishers
- remote fire phones
- manual pull stations
- emergency evacuation kit
-
Discussion of what to do if a fire is discovered.
- activate manual pull station
- use fire extinguisher if appropriate
- help evacuate building as outlined in the Emergency Evacuation Procedure
During the Event:
- Notify Security if there are more than three individuals with special evacuation needs attending your meeting. (i.e. wheel chair, blind and/or deaf patrons)
- During your opening remarks, make an emergency evacuation procedure announcement as outlined on the laminated Emergency Evacuation Procedure
Appeal Process
- A group/organization may appeal the decision of allocation or denial of meeting room(s) in writing to the Public Affairs Director setting forth the basis of the appeal and attaching a copy of the application. The Director of Public Affairs will respond in writing within 48 working hours of the appeal.
- Further appeal may be made to the Library Commission with appeal document and application.
File Application
Mail Application to:
The San Francisco Public Library
Community Events, c/o Public Affairs
100 Larkin Street
San Francisco, CA 94102
Telephone: (415) 557-4590
Fax: (415) 557-4281
Submit Applications to: First Floor Information Desk or Public Affairs Office during Main Library Open Hours
Branch Library Meeting Room Locations & Seating Capacity
| ADDRESS |
PHONE/
FAX |
WHEELCHAIR
ACCESSIBILITY |
MAX.
SEATING |
| 5075 3rd St |
355-5757/
671-0736 (fax) |
YES |
80 |
| 500 Cortland Ave |
355-2810/
642-9951 (fax) |
NO |
75 |
| 1135 Powell St |
355-2888/
274-0277 (fax) |
YES |
50 |
| 4400 Mission St |
337-4735/
337-4738 (fax) |
YES |
60 |
| 2825 Diamond St |
355-2858/
469-8557 (fax) |
YES |
50 |
| 1801 Green St |
355-5666/
563-7068 (fax) |
NO |
70 |
| 451 Jersey St |
695-5095/
642-4267 (fax) |
NO |
50 |
| 345 Randolph St |
355-5615/
452-8584 (fax) |
YES |
40 |
| 1833 Page St |
355-5656/
933-8853 (fax) |
YES |
100 |
| 1616 20th St |
355-2822/
401-8147 (fax) |
NO |
50 |
| 1550 Scott St |
355-5727/
440-4527 (fax) |
YES |
25 |
* Available for closed hours use.
+ Closed for Renovations. |
Library Meeting Room Locations & Seating Capacity- MAIN LIBRARY
VIEW ROOM
PHOTO |
ADDRESS
100 Larkin St. |
WHEELCHAIR
ACCESSIBILITY |
MAXIMUM
SEATING |
 |
Lower Level |
YES |
235 |
 |
Lower Level |
YES |
110 |
 |
Lower Level |
YES |
40 |
 |
Lower Level |
YES |
70 |
| |
First Floor |
Yes |
15 |
 |
Third Floor |
Yes |
15 |
|
Fourth Floor |
Yes |
15 |
Rules For Public Use of The San Francisco Public Main Library Meeting Rooms; revised 4/2003
|
