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Study Rooms/Charles Sword Meeting Room Policy

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NBPL 13

STUDY ROOMS: 
There are three (3) study rooms available at the Central Library for groups of 2-5 people, depending on the size and requirements of each specific room. These rooms are for small group use only and are not intended for individual use. 

The library schedules these rooms daily on a first come, first serve basis. Groups must request use of a study room in person at the Reference Desk on the second floor of the Central Library. The library will not accept telephone or e-mail requests to use the study rooms. Customers may only schedule one study room session at a time, and must wait until their current session is over before scheduling a new session. Reservations for Study Rooms will be honored for 10 minutes past the requested time. Failure to arrive within 10 minutes of the requested time will result in a forfeiture of the reserved room. 
Study rooms are available for use Monday thru Sunday for up to two (2) hours during the library's hours of operation. Groups can extend the length of their session if no other groups are waiting to use a room.  A representative of the group must check in the reference desk before their scheduled session. 
At least one member of a group requesting a study room must have a valid Newport Beach Public Library card. Rooms are checked out to a library cardholder in the library’s circulation system. The members of the group scheduling use of the study room must be present during the period of usage. The library will consider any study room occupied by only one member of the group for more than 10 minutes to be available for use by others. 

The library will consider any study room left unattended for more than 10 minutes to be available for use by others. The library is not responsible for items left unattended. The library will consider items left unattended to be lost and will place them in the library's Lost and Found located on the first floor at the Customer Service desk. 

Users of the study rooms are responsible for leaving the rooms in a neat and orderly condition. Failure to do so may result in the denial of future requests to use a study room. Users may not move tables and chairs into or remove them from a study room. Users cannot tape or tack materials to study room walls or windows. 

CHARLES SWORD MEETING ROOM:
The Charles Sword Meeting Room at the Central Library is reserved for larger groups.  Use of the room requires a minimum of 6 people and a maximum of 14 people.  
 
The Charles Sword Meeting Room is available for use Monday through Sunday for up to four (4) hours during the library's hours of operation. 
 
Room reservations can be made Monday - Friday between 9AM - 5PM through the Library Administration office in person, or by telephone at (949) 717-3802.  The room may be reserved a maximum of four (4) weeks in advance. 
 
Customers must have an NBPL card on file before reserving the Sword Meeting Room. Student ID is acceptable for school age applicants under age 18. The room may be reserved for a maximum of four (4) hours per group. The members of the group scheduling use of the study room must be present during the period of usage. 
 
A representative of the group must check in at the reference desk before their scheduled reservation. 
The Reference staff will open the Sword Room only for customers who reserved the room through the Administration Office.  The room reservation will be released if the customer does not arrive within ten (10) minutes of their reservation time.   
 
The library is not responsible for items left unattended. The library will consider items left unattended to be lost and will place them in the library's Lost and Found located on the first floor at the Customer Service desk. 
 
No commercial activity is permitted in the room. The room is located in a quiet area of the library, so groups must keep the door closed during meetings.  
 
Users of the Charles Sword Meeting Room are responsible for leaving the room in a neat and orderly condition. Failure to do so may result in the denial of future requests to use the Charles Sword Meeting Room. Users may not move tables and chairs into or remove them from the Charles Sword Meeting Room. Users cannot tape or tack materials to the room walls or windows. 

Adopted by the Board of Library Trustees on April 1, 2013.  
Amended and approved by the Board of Library Trustees on September 17, 2018. 
Amended and approved by the Board of Library Trustees on April 23, 2019 
Formerly I-22 

This Policy will be periodically reviewed by the Board of Library Trustees on the first to occur of (i) as circumstances may require or (ii) every two years from the date of adoption, last amendment, or last review. Adopted, last amended, or last reviewed on April 23, 2019.