Meeting Room Policies for Branches

Athens-Clarke County Library, Athens, GA

Reservations Required

• Multi-purpose Room (three sections)
• Jon and Virginia Appleton Auditorium
• Computer Classroom
• Heritage Room Conference Room (available only during Heritage Room open hours)

Reservations not required (first come, first served):

• Upshaw Bentley Conference Room
• James M. Foster Study Room
• Small Study Rooms (five)

Meeting Room Maintenance Fees: Athens-Clarke County Library

• Maintenance fees will be charged to all groups or individuals reserving meeting areas which require reservations. Fees listed cover up to four hours; additional time will be charged at $50.00 per hour.
  • Multi-purpose Room
    • No charge for only one section, if no food or beverages allowed (no kitchen access)
    • $50.00 for only one section, if food and/or beverages are included (includes kitchen access)
    • $100.00 for two sections (includes kitchen access)
    • $200.00 for all three sections (includes kitchen access)
  • Jon and Virginia Appleton Auditorium (includes kitchen access)
    • $100.00 (no food or drink allowed inside the auditorium)
  • Computer Classroom
    • $50.00 per hour (no food or drink allowed)
  • Heritage Room Conference Room
    • No charge (no food or drink allowed)
  • Maintenance fees must be paid in full and in advance, during regular office hours, to the Athens-Clarke County Library Administrative Offices. Fees are due two weeks prior to the scheduled event.
  • Athens-Clarke County Library, the Library’s sponsored groups and partners and entities of the Library’s government funding agencies are exempted from paying maintenance fees.
  • Fee refund requests for canceled events must be received by the Athens-Clarke County Library Administrative Offices at least two weeks prior to the canceled

Food and Beverage Allowed in Athens-Clarke County Library

• Catered, pot-luck, and/or any other type of served meals are not allowed in
• public meeting rooms; boxed lunches may be consumed when
• maintenance fees have been paid.
• Refreshments may be served in the Multi-purpose Room or the main foyer
  • All refreshments must remain in the meeting room or main foyer.
  • No refreshments, including water, are allowed inside the Auditorium, Heritage Room Conference Room, Computer Classroom or unreserved meeting areas.
  • Water may be consumed in the Multi-purpose Rooms.
  • No charge may be collected from participants for water or refreshments provided.
  • Other Athens-Clarke County Library guidelines and procedures for room set up and cleanup will be provided at the time of reservation.

Unreserved Meeting Rooms: Athens-Clarke County Library

• The Upshaw Bentley Conference Room, James M. Foster Study Room and the five small study rooms are available during library open hours on a first come, first served basis.
• The Upshaw Bentley Conference Room and James M. Foster Study Room can be used only by groups of at least three people.
• Any conversation or other noise in unreserved meeting rooms must be quiet enough so other library patrons are not disturbed.
• Food and drink are not allowed in the unreserved meeting rooms.

Other Athens-Clarke County Library Meeting Room Requirements

• In addition to all applicable maintenance fees, individuals or groups using the Athens-Clarke County Library meeting rooms outside of the library’s open hours will be required to pay an hourly fee for the library’s security provider to be on site for the duration of the event (see Meeting Room Guidelines and Procedures and the Reservation and Agreement Form).

Bogart Branch, Bogart, GA

Reservations required:

• Meeting Room

Reservations not required (first come, first served):

• Small study rooms

Meeting Room Maintenance Fees and Food and Drink Service

• With notice on the reservation, light refreshments may be served in the Meeting Room. All refreshments must remain in the meeting area. Refreshment supplies such as cups, containers, paper goods, tea and coffee, and kitchen utensils, towels, etc., are not provided by the library.

Madison County Library, Danielsville, GA

Reservations required:

• Jere Ayers multipurpose room
• Computer classroom

Reservations not required (first come, first served):

• Small study rooms

Meeting Room Maintenance Fees and Food and Drink Service

• A $5.00 non-refundable reservation/use fee will be charged to all groups or individuals reserving and using the public meeting rooms in the Madison County Library for up to 4 hours and a $10.00 non-refundable reservation use fee for over 4 hours and must be paid in advance of the meeting.
• Madison County Library, the library’s sponsored groups, and entities of the library’s government funding agencies are exempted from the reservation/use fees.
• Refreshments may be served in the Jere Ayers room; all refreshments must remain in the meeting room and may not be taken into other areas of the library.
• Food and beverages are not allowed in the Computer Classroom or the Small Study Rooms.

Small Study Rooms

• The library’s small study rooms and computer classroom are available during library open hours on a first come, first served basis.
• The small study rooms are available for a three-hour limited time only, which may be extended if no one else is waiting to use the room.
• Groups using the small study rooms are limited to eight people at one time.
• Any conversation or other noise in study rooms or the computer classroom must be quiet enough so other patrons are not disturbed.

Oconee County Library, Watkinsville, GA

Reservations required:

• Auditorium
• ESP meeting room
• Glass-walled meeting room

Reservations not required (first come, first served):

• Small study rooms

Meeting Room Maintenance Fees and Food and Drink Service

• With notice on the reservation, light refreshments may be served in the Auditorium. All refreshments must remain in the meeting area. Refreshment supplies such as cups, containers, paper goods, tea and coffee, and kitchen utensils, towels, etc., are not provided by the library.

Oglethorpe County Library, Lexington, GA

Reservations required:

• Multipurpose room

Reservations not required (first come, first served):

• Small study rooms

Meeting Room Maintenance Fees and Food and Drink Service

• A non-refundable reservation/use fee will be charged to all groups or individuals reserving and using the Multi-purpose Room in the Oglethorpe County Library and must be paid in advance of the meeting.
• Use of the room for one – four hours requires a $5.00 payment
• Use of the room for five – eight hours requires a $10.00 payment
• Oglethorpe County Library, the library’s sponsored groups, and entities of the library’s government funding agencies are exempted from the reservation/use fees.
• With notice on the reservation, refreshments may be served in the multipurpose room.
• An additional $20.00 fee will be charged for reservations requesting food beyond light refreshments (ex.: catered or potluck meals) in the multipurpose room.
• All food and drink must remain inside the multipurpose room.
• Checks submitted for reservation/use and food service fees should be made out to the Athens Regional Library System; all fees collected will be submitted by the Oglethorpe Library to ARLS to be added to the Oglethorpe County Library annual Operating Budget (Revenues).
• Food and drink are not permitted in the small study rooms or any other areas of the library.

Other Room Considerations

• Small study rooms may be available during library hours on a first come, first served basis.
• There may be a time limit imposed on the use of the study rooms.
• The number of individuals who may be in a study room at one time may be limited by the size of the room.
• Any conversation or other noise in study rooms must be quiet enough so other patrons are not disturbed.

Pinewoods Library and Learning Center, Athens, GA

Reservations required:

• Multipurpose room

Food and Beverage Allowed in Pinewoods Meeting Rooms

• Refreshments may be served in the multipurpose room; all refreshments must remain in the meeting room and may not be taken into other areas of the library.
• Food and beverages are not allowed in the Computer Classroom or in other areas of the library.

Royston Library, Royston, GA

Reservations required:

• Multipurpose room
• Computer classroom

Meeting Room Maintenance Fees and Food and Drink Service

• A $5.00 non-refundable reservation/use fee will be charged to all groups or individuals reserving and using the public meeting rooms in the Royston Public Library and must be paid in advance of the meeting.
• The Franklin County Libraries, the libraries’ sponsored groups, and entities of the libraries’ government funding agencies are exempted from the reservation/use fees.
• Checks submitted for maintenance reservation/use and food fees should be made out to the Athens Regional Library System; all fees collected will be submitted by the Royston Public Library to ARLS to be added to the Franklin County Libraries annual Operating Budget (Revenues).
• With notice on the reservation, refreshments may be served in the Royston Public Library multi-purpose room.
• An additional $20.00 fee will be charged for reservations requesting food beyond light refreshments (ex.: catered or potluck meals) in the Royston multi-purpose room.
• All refreshments must remain inside the meeting rooms and are not allowed in other areas of the library.

Computer Classroom

• The Royston Library’s computer classroom is available during library open hours.
• Groups using the computer classroom are limited to eight people at one time.
• Any conversation or other noise in the computer classroom must be quiet enough so other patrons are not disturbed.
• Food or drinks of any kind are not allowed in the computer classroom.