Meeting Room Terms and Conditions

Purpose of Meeting Rooms

There are two primary purposes for the meeting spaces of the library:

  1. To provide space for library-sponsored activities of interest to the public.
  2. As a support of the First Amendment “right of the people to peaceably assemble”, a community meeting place for the presentation, discussion, and exchange of information on a wide variety of ideas, especially those that relate to the District’s mission of “connecting communities to information, inspiration and entertainment for life.” Toward this end, the District rooms are intended to be used without cost.

Library-sponsored Activities

Library-sponsored activities have priority over meetings booked by the public. It is rare, but it may be necessary to revoke a reservation when the room is needed for library purposes.

Open Meetings

All library-sponsored activities are free and open to the public. Library programs are sometimes targeted toward age-appropriate or other specific audiences, such as storytimes.

There is no such requirement for meetings initiated by the public. A meeting can be restricted to select individuals.

Financial Considerations

There is no cost to use the rooms. There are some finance-related issues to be aware of when reserving and using the rooms:

Cost of materials. On occasion, a library-sponsored event may collect funds to cover the cost of materials used, especially when the materials are given to a patron for their use.

Donations. A meeting organizer may charge a fee to attend their event. However, the District requests that 15% of the receipts be donated to the High Plains Library District Foundation, which is used to support programs and services of the District.

Deposits. A $50 deposit is placed on your library account at the time you check in to use a meeting room. This is to ensure that the room is returned to the original condition. If these conditions are met, the deposit is removed at check out.

There is an additional $250 deposit if the meeting requires computer and projection equipment. This deposit is removed at check out if there has been no damage. There are no deposits required for online meetings (see section on Online Meetings)

Insurance. If the patron is reserving the meeting room for a program that has some physical risk (yoga for example), the patron should secure their own insurance. That insurance needs to identify the High Plains Library District as an additional insured. Patron needs to provide that and a Waiver of Subrogation to the District.

Account fees. A patron is not restricted from reserving meeting rooms if they have excessive fines on their account, or based on their type of card.

Permitted and Non-permitted Uses

Meeting rooms are available only during normal library hours provided they are not scheduled for library events.

All library facilities are smoke-free zones.

Alcohol use is not permitted. Alcohol may on occasion be allowed when expressly pre-approved by the Executive Director or the Board of Trustees. This exception is further described under Alcohol at Events policy.

No illegal drugs or illegal activities will be allowed on the premises.

As noted elsewhere, a meeting organizer may charge a fee to attend their event. Soliciting or peddling to participants outside the rooms is not permitted.

Interfering with the ability of patrons and staff to use the library is prohibited. This would include, for example, approaching patrons to persuade them to come to a meeting.

The District will deny use to groups that, in the judgment of the District representative, have as their purpose to advance any doctrine or theory subversive to the Constitution; laws of the United States, or State of Colorado; or that advocate social or political change by force or violence.

Permission to use these rooms does not constitute sponsorship or endorsement by the District of the group’s policies, views or beliefs. The library reserves the right to cancel or refuse use of the rooms at any time.

Computer software and hardware is to be used in its current state. No add-ons are allowed. Use of flash drives is permitted. Patron computers can be connected to the District projection system.

Reservations

Reserving a meeting room requires (1) having a High Plains Library District library card and (2) creating an account on the District’s “Spaces” program. Patrons wishing to reserve a room who do not have a library card can create a temporary card by calling the District’s Virtual Library at 1-888-861-7323. This library card does need to be made permanent when the patron comes in for their meeting.

To assist library staff in responding to questions about your event, please include the name of the sponsoring organization and contact information.

The person reserving the room is required to check in at the service desk with their library card prior to the start of their meeting. If another person in your group wishes to assume the reservation, they must have a valid library card and be willing to accept responsibility for the room deposit.

A room reservation will not be held beyond 30 minutes of the scheduled start time.

Frequency of Use

A room can be requested up to 45 days in advance of today’s date.

There can be up to 10 active reservations within the 45-day period.

Rooms may not be scheduled for any ongoing, regularly scheduled meetings/events, except for a series of sessions that are part of one event.

Room Maintenance and Supplies

Library staff will place tables, chairs and equipment in the room. Room set up is done by the group using the room and must be returned to original condition when the meeting is over.

Library staff can provide some level of support and answer questions about how to use the equipment. Patrons are expected to have some level of familiarity with how to use computers and projection equipment.

The library provides cleaning items such as trash bags, cleaning solution and a vacuum. All other supplies (coffee, cups, napkins, flatware, etc.) must be provided by the organization or individuals using the room.

Courtesies to Staff and Patrons

Allow at least 10 minutes before the library closes for room inspection and check out.

When cancelling a meeting, please contact the library immediately. This is so that other patrons can reserve the room.

Any publicity concerning the event/meeting should include the name of the sponsoring organization and a contact person. Doing so will direct any questions concerning the meeting/event to the organization which is best suited to answer any inquiries that may arise about the meeting/event.

Study Rooms

Study rooms are available on a first-come, first-served basis during regular library hours.

Study rooms must be vacated before the library closes.

Reservable study rooms can be reserved for a maximum of two hours. If no one is waiting to use it, the time can be extended.

Online Meetings

The District has a service to allow online meetings. To use the online meeting option, the patron needs to have an HPLD library card, a computer with an internet connection, a microphone-in and audio-out.

Non-residents

Individuals who do not reside within the High Plains Library District boundaries can reserve and use District meeting rooms. It is necessary that they obtain an HPLD library card.

Minors

An adult (age 17 and over) must be present while the meeting room is in use.

There is no age restriction on who may reserve a meeting room.

Study rooms are available to all ages. For children (under age 12), a parent must be present in the library.

Related Documents

Websites:

MyLibrary.us – Meeting Rooms

MyLibrary.us – Online meeting room FAQ

Other policies:

Alcohol at Events policy

Soliciting, Petitioning and Fundraising policy

Procedures:

Meeting Rooms procedure

Alcohol at Events procedure

Document Review Dates: Meeting Rooms

Effective date: October 2018

Revision date: October 2018

Reviewed by: Associate Director of Branch Services

Replaces: Meeting Room, Study Room and Computer Lab Policy; Meeting Room, Study Room and Computer Lab guidelines; Meeting Room and Computer Lab rules