General Use Requirements of All Reservable Spaces
Food and Drink
Only light refreshments may be served. The use of alcoholic beverages is not permitted on premises. The group using the room is responsible for leaving the room in a neat and orderly condition.
Equitable Access
To ensure equitable use of library spaces, NPL may limit the duration of reservations, restrict the frequency of recurring bookings, and manage scheduling based on overall system demand, as assessed by branch management.
Liability
Users of NPL’s reservable spaces assume responsibility for:
- following all NPL rules of conduct and ensuring all attendees do the same
- proper use of library property
- any loss, damage, or additional cleaning resulting from their use of the space
The organization or responsible individual may be held financially liable for damages.
Failure to comply with this policy or related procedures may result in:
- immediate termination of room use
- denial of future reservation requests
- recovery of costs for damages or cleaning
Non-commercial Use
All public use of meeting rooms and conference rooms must be strictly non-commercial. Groups or individuals may not:
- charge admission or fees
- fundraise
- solicit donations
- sell products or services
- conduct membership drives, lead generation, or promotional activities.
These prohibitions apply to activities both on-site and off-site if connected to the event.
Political Activities
Library spaces may not be used for campaign activities, whether in support of or opposition to individual political candidates or ballot issues. Prohibited activities include campaign speeches, fundraising, phone or text banking, canvassing, petition‑gathering for campaign purposes, or strategy sessions.
Nonpartisan civic education or training is permitted if the event remains fully nonpartisan, noncommercial, and open to the public.
Sitting elected officials may use library spaces to hold informational or constituent‑service sessions as long as the event is strictly informational, remains nonpartisan, does not reference an upcoming election, and includes no campaigning or campaign materials. Any such events must remain open to the public and may not involve endorsements, or solicitation of support.
Property and Storage
Personal or group property may not be stored at the library before, during, or after an event.
Publicity
All publicity for non-NPL sponsored events must:
- clearly identify the sponsoring group
- not imply NPL sponsorship
- exclude NPL contact information and logo unless permission is granted
- include the statement:
“This event is not sponsored or endorsed by Nashville Public Library.”
Room Capacity Limits
All users must comply with the posted maximum occupancy limits for meeting rooms, conference rooms, and study rooms. These limits are established to ensure the safety and comfort of all participants and to comply with local fire codes and building regulations.
NPL staff may deny or discontinue room use if attendance exceeds the posted capacity. Event organizers are responsible for managing attendance to remain within allowable limits.
Social Events
To maintain an environment that supports public service, learning, and community access, personal or private social events – including but not limited to birthday parties, baby or wedding showers, family gatherings, dances, or receptions – are not permitted in meeting rooms, conference rooms, or study rooms.
