Group Visit Information_2022

Group Visit Information

Group Visit Guidelines  

1. GENERAL PRINCIPLES

  • The intent of these guidelines is to provide the best possible library experience for the many groups that visit the Charlotte Mecklenburg Library at ImaginOn
  • In order to ensure a quality library experience for every patron, the library requires all groups to schedule their visit prior to coming to the library
  • ImaginOn drop-in (unregistered) group visitors will be admitted, space permitting. ImaginOn reserves the right to deny entry due to capacity limits and safety regulations. Maximum number of 30 children and one adult chaperone for every eight students (excluding Library staff) 
  • A Group Visit is defined as a group that would like to experience ImaginOn in a field trip capacity, arriving separately or together. Groups wanting to attend a library program must have advance registration and confirmation
    • Before contacting the Library for a visit by a group or organization, please read the following important information. Advance registration is required
    • Types of groups available for a Library visit
      • Youth (Spangler Library)
        • Educational groups for grades preschool through Grade 5
        • This group includes all school groups, whether they are public, private, homeschooled or faith-based and afterschool groups
        • This group also includes youth organizations, including, but not limited to:
          • Boy & Girl Scouts
          • Big Brothers & Big Sisters
          • Boys & Girls Clubs of America
          • Childcare settings, including, but not limited to: daycares, home daycares, pre-schools, summer camps, school age camps.
        • All youth groups must include a minimum of one adult chaperone for every eight students (excluding Library staff) with each program listing the maximum number of children to attend
      • Teens (Teen Loft)
        • Educational groups for grades 5-12
        • This group includes all school groups and age-appropriate organization whether they are public, private, homeschooled or faith-based and afterschool groups
        • This group also includes youth organizations, including, but not limited to:
          • Boy & Girl Scouts
          • Big Brothers & Big Sisters
          • Boys & Girls Clubs of America
          • Childcare settings, including, but not limited to: daycares, home daycares, summer camps, teen age camps.
        • Students in grades 5-12 must be accompanied by a minimum of one adult chaperone for every eight students (excluding Library staff)

2. REGISTRATION

  • All schools and organizations bringing a group to the Library, regardless of size, must register before coming to the Library
  • Because of high demand for the service by all age groups in the area served by ImaginOn, drop-in (unregistered) group visitors will be admitted, space permitting. ImaginOn reserves the right to deny entry due to capacity limits and safety regulations
    • Registration for ImaginOn Group Visits is located on imaginon.org
    • Click on the group visit calendar
    • Complete the registration page
    • Requests do not guarantee that day or time slot. Requests will be confirmed by email

3. PARTICIPATION

  • Please print and bring your confirmation email on the day of your visit.
  • When groups arrive at ImaginOn, they must check in at the Welcome Desk
    • Groups requesting bus parking, will need to follow the instructions indicated in confirmation email
    • ImaginOn has very limited space for lunch and is first-come, first-served. Our vending café seats 10-12 and our outdoor courtyard space seats 40. All groups eating lunch inside or around ImaginOn are required to clean up after themselves
    • By bringing your group to ImaginOn you agree to adhere to our building policies (visitor rules) and CM Library Policies
    • The recommended visit length for groups is 90 minutes. During peak visitation, this limit will be more strictly enforced to guard equal access for all interested groups
    • ImaginOn reserves the right to set Group Visit limits during peak seasons, especially summer. During the summer, each program location can schedule up to 4 Group Visits. Additionally, a reserved visit with a no call, no show counts as a visit
    • Encourage students to bring along their library cards, so they can check out materials. Note that materials borrowed from ImaginOn can be returned at any branch of the Charlotte Mecklenburg Library system. Students will need their library cards if they want to access the Internet. Due to limited staff time and extreme use of the building, library cards for students in groups cannot be looked up

4. CANCELLATION

  • If for any reason your group is unable to attend, please notify us as soon as possible to allow others the opportunity to visit us.
  • A confirmed visit with a no call, no show counts as a visit