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The Hoover Public Library provides meeting room space when available for use by Hoover community groups and organizations whose goals are civic and educational only.

Each application will be reviewed and evaluated individually.

Study Rooms District Study Rooms are intended to be places where one or more people, depending on the room capacity, can come together to study in a distraction-free environment.

The District will not discriminate in making its premises available for use on the basis of race, national origin, religion, sex, sexual orientation, age, political affiliation or physical limitation. Meeting Rooms are available only during hours that the library is open for general use. Groups using the meeting rooms must end programs at least 15 minutes prior to the library’s closing time. Non-library sponsored meetings must be open to the public at large and may not be restricted to the membership of the sponsoring organization. The organization or person reserving the meeting room is responsible for any and all damages. Activities and materials must be contained within the room. Groups using the facilities must conform to all fire and safety regulations, including maintaining open aisle space and abiding by occupancy limits. District staff will not be made available to change the room arrangement or to provide support services such as carrying equipment or materials into or around library facilities, operating audio-visual equipment, making photocopies, accepting phone calls or taking messages for the sponsoring organization or its participants. Any telephones located in the meeting rooms are for District staff and emergency use only. Strictly social functions; defined as an event intended for entertainment through companionship with friends and associates, including, but not limited to, weddings, anniversaries, showers, card parties, birthday parties and social club events. Benefits for private individuals, organizations and charities. Legal depositions, proceedings or meetings pertaining to a lawsuit or civil action. Activities that advocate the election or defeat of a candidate for public office or which advocate affirmative or negative votes concerning any political proposition. Bookings for the period of May 1 through August 31 will be accepted beginning, and no sooner than, April 1.

After reading the below policy, you can download and fill out an application here. Priorities Priority will be given as follows: (1) District sponsored programs, (2) Friends of the White Oak Library District, (3) White Oak Library District Foundation, (4) District related programs, (5) White Oak Library District-based groups and organizations, (6) all others. This means that any member of the public that sees a meeting taking place may enter and participate. Groups may not charge admission, require fees or request donations for attendance or participation. Meeting room applications must contain necessary credit card information in the event that billing occurs for cleanup or restoration of the meeting space. The applicant is solely responsible for the behavior, well-being and safety of any and all of their meeting participants. Adequate adult supervision of minors is required at all times. Groups and organizations cannot make or accept phone calls in library meeting rooms with District-owned equipment. For the safety of all in attendance, the applicant is required to read a statement at the opening of each meeting that identifies the available emergency exit routes and cautions against using the elevator during emergency situations. Bookings for the period of September 1 through December 31 will be accepted beginning, andno sooner than, August 1. The Library requires a minimum of two weeks to process an application. Applications are approved on a first-come, first-served basis within 14 business days of receipt of the completed application. The applicant must be a member, officer or agent of the sponsoring organization. Non-residents and organizations not based in White Oak Library District cannot list the address of another party in order to benefit from White Oak Library District residential status. The District reserves the right to change meeting locations according to its own convenience without prior notice. The District also reserves the right to determine if a particular request for meeting room use constitutes a monopolization that unfairly restricts use by other organizations.

Meeting Room Policy White Oak Library District Meeting Rooms are available to all community groups and organizations whose objectives are cultural, educational or civic in character.

Use of District meeting rooms does not necessarily constitute sponsorship or endorsement by the White Oak Library District or Board of the user or the user’s beliefs. Exceptions will be made for special events or programs sponsored by the District, the Friends of the Library and the White Oak Library District Foundation. The applicant must be present at all times during the stated reservation period. The District is not responsible for equipment, supplies, materials or personal possessions owned by those sponsoring or attending a meeting or activity. Rooms must be left in the condition they were found. All those who wish to use the meeting rooms must complete the standard application form which will be attached to the policy statement. The Director will have complete administrative responsibility for approval of applications and scheduling of reservations.1) Meetings should be scheduled as far in advance as possible, however, the District reserves the right to restrict the sign-up calendar until District programs and events have been recorded for the relevant period of time. Bookings for the period of January 1 through April 30 will be accepted beginning, and no sooner than December 1.

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