Meeting Room Policy

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Effective October 26, 2007.

Meeting Room Philosophy:

A meeting room may be reserved by calling the Meeting Room Coordinator at 719-531-6333, x1205.

The Pikes Peak Library District provides meeting rooms for public use. The Meeting Room Policy is developed in accordance with the Library’s mission. The goal of the policy is to provide wide access to District meeting rooms and to have the meeting rooms fully used. The meeting rooms are available to all groups on equal terms regardless of opinion or affiliation.

Meeting Room Use:

1. No fees are charged for:
• Library-sponsored meetings
• Nonprofit meetings
• Government meetings, hearings, elected official "town hall" meetings
• Political campaigns or issues
2. A fee of $25/hour is charged for:
• Meetings of profit-making groups or businesses
• Meetings which require payment of tuition or other fees
• Meetings that are designed to further the specific goals of an individual or group, such as recitals, etc.
• Programs held by professionals such as attorneys, real estate agents, financial planners, etc. that often result in business referrals
3. Meeting rooms are available to groups of at least three people. Meeting rooms are not intended for use as study rooms by one or two people. However, in branch facilities that do not have study rooms, when the meeting room is not booked, patrons may use the rooms to study.
4. Library rooms may not be reserved for events such as weddings, birthdays, anniversaries, memorial services, etc.
5. The Library reserves the right to deny the use of meeting rooms if at any time the conduct of the group or any member of the group is disruptive to Library service, destructive to the building or equipment, or if information is falsified on the meeting room reservation form. If a meeting or event in progress disturbs regular Library operations, the Library reserves the right to immediately terminate the meeting or event.
No fees for use will be refunded in the event of termination.
6. Smoking is not allowed in any Library facility.
7. Groups using Library meeting rooms may not serve alcohol.
8. Groups must observe meeting room capacities.
9. The Library reserves the right to negotiate the use of its meeting rooms for Library hosted special activities, including adjustment of fees, hours of operation, and promotions.
10. Use of Library meeting rooms does not constitute endorsement by the Library of the program or points of view expressed. No advertisement or announcement implying sponsorship, co-sponsorship, or endorsement by the Library may be used, including but not limited to print or broadcast promotions, signage, or funding activities.
11. Use of meeting rooms for Library purposes takes precedence over other reservations and uses. The Library reserves the right to transfer a group or organization to another area or to cancel a reservation if necessary. If the Library cancels a reservation, every effort will be made to provide as much advance notice as possible. A refund will be issued if a fee was required.

Pikes Peak Library District Meeting Rooms:

Meeting Room Hours:

East Library
Meetings may be scheduled at East Library during open hours and in the morning Monday through Friday before open hours. Meetings can be booked at 9 a.m. in East Library meeting rooms.

Branch Libraries
Meetings in the branch libraries are limited to operating hours of the facility. An exception to this is the Fountain Branch which has a community room available on a limited basis after hours.

All meetings, including question/answer periods, informal socialization, and cleanup, must be completed by closing hours at each facility.

Food Services:

Branch libraries do not have banquet or meal capacities.

Catered events are possible at the Penrose Library in the meeting rooms and in the window bay area for morning meetings and in the large meeting room at the East Library.

The Library will provide a list of caterers who have already provided health and insurance certificates. The Library charges a non-refundable $50 food fee for catered events.

Signage:

Meeting Room Equipment (Equipment may vary at each location):

1. Provided at no charge where available:
• Whiteboard (low tech board)
• Flipchart
• Screen
• Tables
• Chairs
• Podium/microphone
• TV/VCR/DVD
• Overhead Projector
• Slide projector
• LCD Projector (Only at East Library)


2. Requests for room set-up and rental equipment should be made at the time the reservation form is submitted.
3. The Library will assess a fee if Library equipment or property is damaged or if excessive cleaning is necessary after a meeting.


4. The Library is not responsible for the loss of and/or damage to equipment or materials owned by groups. The Library cannot store supplies or equipment belonging to a group.

Meeting Room Set Up:

East Library
Library staff will set up chairs and tables for meetings according to set up specified on the meeting reservation form.

Branch Libraries
Each branch library has a number of chairs and tables available for meetings. It is the responsibility of the group using the room to set up the room. Furnishings and equipment in the public areas of branch libraries are not available for use in meetings.

Reserving a Meeting Room:

1. Reservations are filled on a first-come, first-served basis.
2. Meetings should be booked at least two weeks in advance.
3. Reservation forms, including appropriate payments, must be received in order to hold a meeting room space.

One-Time-Only and Recurring Meetings:

1. All meetings may be booked for up to six months following the date of the first meeting.
2. Beginning November 15, 2007 rooms may be reserved on a rolling six month schedule. For example, on November 15, 2007 reservations can be made for January through April 2008, then the following month (December1, 2007).  The reservations can be extended through May 2008, etc.
3. A group or organization may not reserve a room more often than once a month at Penrose Library and the East Library and not more often than once a week at branch facilities.