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Services > Meeting Rooms: Headquarters Lottery
Auditorium/Meeting Room Policy
and Application (PDF
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The following is to clarify information about meeting room signup procedures at St. Louis County Library Headquarters, on the first Saturday in October for January - June meetings, and the first Saturday in April for July - December meetings.
The meeting room application form remains the same as in the past. Organizations are reminded to completely fill out the application; including dates, times, two contact names and phone numbers.
For each application submitted, library staff will complete a 3x5 card with the group's name to be entered into the lottery box.
Once the lottery drawing begins, all cards will be drawn and their position in the lottery recorded.
Group members are welcome to be present at the drawing, but attendance is not required. Scheduling will begin as soon as the lottery cards are selected. Confirmation or rescheduling will be handled in person or by telephone as quickly as possible. A final confirmation will be emailed to all groups.
Groups who require certain dates with little flexibility should be present at the drawing or be available by telephone on that date to discuss alternates if
necessary. It is recommended that the contact person have second choice dates available, if needed.
For the benefit of all groups, Library staff will attempt to complete the registration
process that day. In the event of a scheduling conflict, Library staff will make reasonable efforts to communicate with either name on the application to discuss alternate dates. The contact person will be asked to make second choices when called. If the Library staff has not reached a representative of the organization within 5 minutes, non-conflicting dates will be scheduled. Notifications of conflicted dates will be as follows: a copy of the application, with scheduled and conflicting schedules noted, will be mailed to the first person, with instructions on how to contact the Library for resolution.
To be included in the lotto drawing all applications need to be received at Headquarters by 9 p.m. the Wednesday prior to the first Saturday in October, and the Wednesday prior to the first Saturday in April.
Meeting Room applications received after 9:00 a.m., on the first Saturday in October and April will be taken on a first-come, first-served order. These will be scheduled immediately after all lottery groups have been completed.
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