Meeting Room Policy

Issued: 12/19/2014
Updated: 1/19/2023

Updated: 3/13/2026

Mission:

The mission of Monterey County Free Libraries is to bring ideas, inspiration, information and enjoyment to our community.

Policy Statement:

In order to foster meaningful community connections to resources and relationships that support all community members in fulfilling their potential, the Monterey County Free Libraries offers meeting rooms which are open to government agencies and registered non-profit organizations. Use of the Meeting Rooms does not constitute any endorsement of the organization or its activities by Monterey County Free Libraries. All Meeting Room use must comply with local, state, and federal law; and the rules and polices of the County of Monterey and Monterey County Free Libraries.

Types of Rooms:

There are two types of rooms available, Full-Service Meeting Rooms and Non-Full Service Meeting Rooms. See www.eMCFL.org for Meeting Room locations, amenities, and details.

Full-service meeting rooms are designed as separate meeting spaces, able to be accessed and secured separately from the general public library areas, equipped with restroom access when the library is closed, and equipped with some amenities required for larger community meetings or group gatherings.

Non Full-Service meeting rooms are smaller in size, generally accessible only during library hours, or not equipped with some amenities necessary for larger community meetings or group gatherings

Full-Service Meeting Rooms are available at the following libraries:

Marina Library
Castroville Library
Greenfield Library
King City Library
Prunedale Library

Non Full-Service Meeting Rooms are available at the following libraries:

None at this time

Terms of Use:

Only Full-Service Meeting Rooms are available outside of regular library hours or separate from regular library services. Non Full Service Meeting Rooms are available during regular library hours and use shall not impede regular library operations.

Meeting Rooms are available only to government agencies and IRS registered non-profit organizations. Meeting Rooms are not available to individuals, private organizations, or for-profit/commercial organizations. Reservations will be on a first-come, first-serve basis. In order to offer equitable opportunity of access to the community, reservations for a single organization will not exceed four (4) days per month.

Groups may schedule an appointment with Library Staff for a brief overview of the room and amenities prior to the event.  No Library or County staff are available to support the meeting or event, or be on call for events during or after library hours.

Any exchange of funds, charges from the Organization reserving the room for any portion of the event or meeting, management and security of any Organization funds on site, is solely and entirely the responsibility of the Organization reserving the room. Library staff are not responsible for monies or items of value that are property of the Organization left in the Meeting Rooms or on the library premises.

The Library’s address shall only be used for publicizing the meeting or event location. Any contact information for the meeting or event should be directed to the Organization reserving the room.  All publicity for the meeting or event including print, online, and social media shall include the statement “This event is not affiliated with, sponsored by, or endorsed by Monterey County Free Libraries or the County of Monterey” unless the hosting agency is Monterey County Free Libraries or the County of Monterey. 

No open flames of any kind are allowed in the Meeting Rooms including candles, sterno cans, and other heating or lighting devices.

No alcoholic beverages of any kind are allowed in the Meeting Rooms.

Any additional permits, permissions, or compliance requirements are solely and entirely the responsibility of the Organization (e.g. health permits, sellers permits, public performance rights).

Reservations, Fees, and Limitations:

When reserving the room, the Organization’s representative must:

• Be 18 years of age or older
• Have a Monterey County Free Libraries’ library card, and use the card for reserving the room
• Provide valid current proof of non-profit status such as searchable EIN, IRS Determination letter, or other similar government issued document
• Pay the applicable fees (cash, check, or credit card)
• Be present during the entire meeting or event
• Be responsible for completing the meeting room checklist, and returning the room to the original condition
• Be responsible for collecting and returning any key issued for the reservation
• Be responsible for compliance with the Meeting Room Policy

The reservation period must include all set-up and clean-up time required by the Organization.

Fees for use are set forth in the Monterey County Free Libraries Fee Schedule, government agencies are exempt from paying the meeting room fee. (https://countyofmonterey.gov/government/departments-i-z/library/how-do-i/pay-fines-fees).

Full payment is due within one week of confirmation of booking, or three days prior to the event, whichever is sooner. Fees are payable in cash or check at the library location, or by mailing a check made out to Monterey County Free Libraries to:

Monterey County Free Libraries
188 Seaside Circle
Marina, CA 93933
Attn: Meeting Rooms

If use is after regular library hours, and a key is issued to the Organizations representative, the representative is responsible for securing the room and facility after use and returning the key as instructed. Keys may not be duplicated at any time for any reason. If rekeying the room is required due to a lost or an unauthorized duplicated key, the Organization will be charged rekeying fees.

Damage to the room or amenities or required additional cleaning of the room shall be charged to the Organization.

If the Library must cancel a confirmed reservation due to operational needs or safety reasons, a full refund or credit toward a future reservation will be offered to the Organization.

Future reservations by any Organization may be denied due to repeat or significant violations of this policy, including damage to the room or amenities, or violations of applicable laws or policies.

The Organization’s Representative shall indemnify, defend, and hold harmless the County, its officers, agents, and employees, from and against any and all claims, liabilities, and losses whatsoever (including damages to property and injuries to or death of persons, court costs, and reasonable attorneys’ fees) occurring or resulting to any and all persons, guests, invitees, employees, contractors, and subcontractors in connection with the use of the library meeting room(s), and from any and all claims, liabilities, and losses occurring to any person, guest, invitee, employee, contractor, or contractors for damage, injury, or death arising out of or connected with the Organization’s Representative use of the library meeting room(s), unless such claims, liabilities, or losses arise out of the sole negligence or willful misconduct of the County. “Organization’s Representative use of the library meeting room(s)” includes Organization’s Representative’s action or inaction and the action or inaction of Organization’s Representative officers, employees, agents, and subcontractors.