Policy
Altamont Free Library possesses limited indoor meeting space and such spaces that are available are frequently used for Library-sponsored events, staff meetings and for other purposes related to the orderly operation of the library.
When public meeting areas within the Library are not otherwise being used by Library personnel and volunteers, those areas are available by reservation for programs and meetings held in accordance with this and other Library policies. All groups and individuals must file a Request for Use of Library Facilities form (appended) for each meeting or series of meetings held at Altamont Free Library.
Procedure
Reservations are taken on a first come, first served basis and may be made by filling out a Request for Use of the Library Facilities form, which is available at the Circulation Desk and online at www.altamontfreelibrary.org. Outside organizations may not reserve meeting rooms more than three (3) months in advance of the planned meeting date, except with the express permission of the Library Director. Express approval for the use of Library facilities must be granted by the Library Director before meetings can be advertised or publicized by individuals or groups.
Health & Safety Considerations
Altamont Free Library will restrict the use of Library facilities in the event of a public health emergency in adherence with guidelines from the New York State and Albany County Departments of Health. The Library reserves the right to cancel or reschedule facility use due to emergencies, weather conditions, staffing limitations, or operational needs.
Restrictions
1. All meetings sponsored by organizations other than AFL must be open to the public.
2. All meetings sponsored by organizations other than AFL must be held during normal Library hours except with the express permission of the Library Director.
3. Profit-making organizations sponsoring programs of an educational nature may be permitted use of the facilities at the discretion of the Library Director. No outside group or individual may charge admission fees or require donations, with the exception of paid tutors meeting with no more than two students at a time. Solicitation by individuals or groups using Altamont Free Library’s meeting spaces is prohibited.
4. Neither the name nor the address of the Altamont Free Library may be used as the official address or headquarters of an organization or individual.
5. Advertising for programs held in the Library by outside groups must be reviewed by the Director prior to distribution.
6. Approval of groups and individuals for use of meeting spaces within the Library does not constitute endorsement of those groups or individuals or of the content of their meetings or presentations.
7. The Library Director is authorized to deny use of the facilities for due cause to any group that has violated Library policies or engaged in unlawful, unsafe, disruptive, or destructive behavior.
8. Smoking and the consumption of alcoholic beverages are forbidden. Food and beverages may not be provided except with the written permission of the Library Director.
9. The Library will not provide office or storage space and will not be responsible for equipment or personal articles belonging to groups or individuals using the Library.
10. Meetings organized by outside groups attended by five or more children under the age of ten must be supervised by two or more adults belonging to the sponsoring organization.
11. Programs that involve the use of materials, e.g., paint or clay, which may result in damage to Library property, require approval from the Director.
12. Organizers are responsible for securing presentation rights for any movies, music, or other copyrighted materials presented. No copyrighted works may be presented unless the appropriate permissions are secured and presented to the library in advance.
13. Groups and individuals using Library facilities may be held financially responsible for damage to Library property beyond normal wear and tear.
14. Meeting sponsors are responsible for returning the space to its original condition following use.
15. The number of attendees may be limited at the discretion of Library staff based on room size, seating arrangement, safe access to exits, applicable fire and safety requirements, and the nature of the activity. The Library reserves the right to reduce attendance, modify the room setup, or deny/stop use of the space if staff determine that conditions are unsafe, disruptive, or inconsistent with Library policy.
16. Permission to use the facility ultimately rests with the Director and the Board of Trustees.
Adopted, June 9, 1996
Revised, January 14, 2008
Revised November 16, 2020
Reviewed November 18, 2021
Revised June 16, 2025
Revised June 15, 2026
