Meeting Rooms

Meeting rooms may also be reserved by contacting the Meeting Room Coordinator at (719) 884-9827.

Meeting Room Policy

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
    • Nonprofit political campaign meetings
  2. A fee of $25/hour is charged for profit-making meetings (except Library 21c).
    • Meetings which require payment of tuition or other fees
    • Selling items or charging fees at the meeting
    • Accepting donations at the meeting
    • Charging annual membership fee for attendees
    • 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 may 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 facilities that do not have study rooms, when the meeting room is not booked, patrons may use the rooms to study. When possible, meeting rooms should be booked two weeks in advance and study rooms 24 hours in advance.
  4. Library rooms may not be reserved by the public for events such as weddings, birthdays, anniversaries, memorial services, reunions, 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. If a reserved meeting room is not in use 30 minutes after the reservation start time, the Library will make the room available to other groups. Applicable fees must be paid at the time of room use.
  7. Smoking and open flames are not allowed in any Library facility.
  8. Concealed weapons that are not legally licensed and open display of weapons are prohibited (Open Display of Weapons Policy and Colo. Rev. Stat. 18-12-105).
  9. Public groups may not bring alcoholic beverages into Library facilities.
  10. Groups must observe meeting room capacities.
  11. The Library reserves the right to negotiate the use of its meeting rooms for special activities, including adjustment of fees, hours of operation, and promotions.
  12. 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.
  13. 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 remitted.

Meeting Room Capacities

Library Capacity (theater style)
Cheyenne Mountain Library 45
East Library 100, 25, and 15 (175 combined)
Fountain Library 80
High Prairie Library 40
Library 21c 400, 40, 8, 16
Monument Library 50
Old Colorado City Library 20
Penrose Library 40 and 20 (60 combined)
Rockrimmon 45
Ruth Holley 75
Sand Creek 60
Tim Gill Center 90 and 75

Reserving a Meeting Room

Meeting rooms may be reserved by following the instructions online or by calling (719) 884-9827.

  1. Reservations are filled on a first-come, first-served basis.
  2. When possible, meeting rooms should be booked two weeks in advance and study rooms 24 hours in advance of use.
  3. Reservation forms, including appropriate payments, must be received one week prior to the meeting in order to hold a meeting room space. If payment is not received, one attempt will be made to contact the group. If contact is not made, the reservation will be released.

Meeting Rooms and Setups

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 as early as 8 a.m. in East Library meeting rooms. Group members may arrive as early as 7:30 a.m.

  • Community Meeting Room:

    Library staff will assist in the set up of the room Monday through Friday between 7 a.m. and 4 p.m. according to set up specified on the meeting room reservation form. A standard number of tables and chairs will be left in the room for reservations occurring after 4 p.m. and on weekends. The group utilizing the room will be responsible for rearranging any chairs and tables.

  • Conference Room I and II:

    These rooms will be set for boardroom seating as a default. The group can rearrange the chairs and tables, but when the meeting is over, the group must return the setup to boardroom style.

Fountain Library

The meeting room is available on a limited basis before and after hours.

Days Before Hours After Hours
Monday - Thursday 8 - 10 a.m. 9 - 10:30 p.m.
Friday - Saturday 8 - 10 a.m. 6 - 10:30 p.m.
Sunday 10 a.m. - 8 p.m.

According to the after hours use policy, an authorized representative of the group who is over 21 years of age must come to the Fountain Library two weeks in advance of using the meeting room to fill out the Application for After Hours Use of the Community Room. At that time, the representative will also need to arrange to come into the library and get the use code 48 hours in advance of using the meeting room.

It is very important to read the Fountain Library After-Hours Community Room Use Policy.

If you have any questions, please contact Fountain Library.

Fountain Library
230 S. Main St.
Fountain, CO 80817
(719) 382-5347

Library 21c

  • After-hour reservations:
    1. Public: There will be $50/hour after-hour room usage fees.
  • Catering Service:
    1. Her Story Café is the only approved catering service.
  • For-profit public meetings:
  • Reservations for the Venue can be made by for-profit and nonprofit groups of adequate size and utilization. The space is designed to accommodate large public functions and select private functions approved by PPLD’s Community Engagement and Outreach Office.

    Activities charging an entry or ticket fee must have a PPLD Collaboration Agreement on file that includes a minimum of one performance or activity that is free and open to the public. Examples of such activities include workshops, master classes, performances, etc. and must be approved as part of the agreement.

  • Venue @21c:
  • The Venue @ 21c is a versatile meeting and performance space available to the public. It is equipped with professional lighting, audio, and projection systems and accommodates groups as large as 400.

    hearing loopLibrary 21c provides a hearing loop for individuals with hearing loss in Venue 21c.

    Reservations for the Venue can be made by for-profit and nonprofit groups of adequate size. The space is designed to accommodate large public functions and select private functions approved by PPLD’s Community Engagement and Outreach Office.

    Activities charging an entry or ticket fee must have a PPLD Collaboration Agreement on file that includes a minimum of one performance or activity that is free and open to the public. Examples of such activities include workshops, master classes, performances, etc. and must be approved as part of the agreement.

    The Venue @ 21c has dedicated lobby space and a green room available. It can be configured in a number of ways to accommodate a variety of uses.

    Setup: Library staff will set up the room according to set up specified on the meeting room reservation form.

  • Make and Make II:
    1. Age requirement
      • Children must be at least 9 years old to be in the makerspaces.
      • Children ages 9-11 must be accompanied by a parent or guardian.
      • Teens ages 12-17 may use the space without parent/guardian present provided their parent/guardian has signed the Liability Waiver. Parental supervision is recommended.
    2. Make (Clean Maker Space)
    3. This space is intended for projects that do not require hand or power tools; such as paper crafting, jewelry making, circuitry, and fabrics based crafts.

      • Patrons have access to glue guns, sewing machines, soldering irons, jewelry, paper, and fabric crafting tools.
      • Patrons can bring in vinyl records and VHS tape and convert them to digital formats.
      • Requirements: Patrons must have a library card, attend the Makerspace Safety Class, and sign the Liability Waiver.
      • Patrons attending a library program may not be required to attend the Makerspace Safety Class.
    4. Make II (Messy Maker Space)
    5. This space is intended for fabrication projects that require hand or power tools, projects that emit fumes, or that take advantage of advanced machinery and running ventilation.

      • Patrons have access to 3D printers, a laser cutter, vinyl cutter, 3D scanner, CNC machine, and an array of hand and power tools.
      • The computers in this room are loaded with, Adobe Creative Cloud, and proprietary software patrons can use to model 3D creations and laser/vinyl cutter designs.
      • Requirements: Patrons must have a library card, take our Makerspace Safety Class, and sign a User Agreement and Liability Waiver.
      • Outside tools are not permitted.
      • 3D Printers: They can be fragile, and certain parts can become extremely hot when in use. Because of this, staff will operate the machinery during an appointment set up with the patron.
        • To print a model in .STL format, make an appointment with staff and bring the file in on a flash drive.
        • Models can be found on our computer.
        • To create a 3D model based on a physical object, ask staff to scan it with our 3D Scanner and replicate it with the 3D printer.
        • Charges for the 3D Printing services will be billed as fees on your library card account.
        • Not all 3D models can be printed successfully. In that case, the library is not responsible for waiving or reimbursing the cost of the failed print job, except in cases of machine error.
        • Staff reserves the right to refuse printing services if the model is deemed to be a weapon, pornographic material, or a potential violation of copyright. The library will make every effort to avoid censorship of materials, and when possible, will subject questionable materials for review by multiple staff members before coming to a final decision.
      • Laser/Vinyl Cutter, CNC Machine: Like the 3D printers, staff will operate the machinery during an appointment set up with the patron.
        • A library card is required.
        • You must bring your own material that conforms to the safety standards for each machine. For example, the laser cutter will engrave and cut acrylic material, but not PVC.
        • You must see staff for a list of approved materials for each device.
        • You must be present when the machine is operating with your own materials.
      • Tools are color coded:
        • Green: Safe for anyone to use.
        • Yellow: Patrons must take the safety class and have signed the waiver.
        • Red: Only library staff is allowed to use these tools.

Penrose Library

Meetings may be scheduled at Penrose Library during open hours and in the morning Monday through Friday before open hours. Meetings can be booked as early as 8 a.m. in Penrose Library meeting rooms. Group members may arrive as early as 7:30 a.m.

  • Carnegie Reading Room:
  • The Carnegie Reading Room at Penrose Library is only available by special arrangement.

    Please refer to the Carnegie Reading Room Policy, or please call (719) 884-9827.

    Setup: Library staff will set up the room according to set up specified on the meeting room reservation form.

  • Adult Room & Children’s Room:
  • These rooms will be set for boardroom seating as a default. The group can rearrange the chairs and tables, but when the meeting is over, the group must return the setup to boardroom style.

Other Libraries

Meetings in libraries other than those noted above are limited to operating hours of the facility.

Setup: Each library has a number of chairs and tables and equipment available for meetings. The group utilizing the room will be responsible for rearranging any chairs and tables. Furnishings and equipment in the public areas of Libraries are not available for use in meeting rooms.

All activities, including question/answer periods, conversation, tear down, and clean up, must be completed by the end of the reservation period. Groups not in compliance with this provision will not be allowed to reserve space in Library facilities.

Reserving a Study Room

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

  1. Study rooms can be reserved for a maximum of two hours.
  2. Standard meeting room fees will apply to for-profit activities in Library study rooms.
  3. If a reserved study room is not in use 15 minutes after the reservation start time, the Library will make the room available to other groups.
  4. The following study rooms can be reserved:
    • Fountain Library Study Room for 1 to 6 people
    • Monument Library Study Room for 1 to 5 people
    • Sand Creek Library Study Room for 1 to 12 people
  5. For the following study rooms, please contact the individual library:
    • Cheyenne Mountain Library Study Room: (719) 633-6278
    • High Prairie Library Study Room: (719) 260-3650
    • Penrose Library Study Rooms: (719) 531-6333, x2364
    • Rockrimmon Library Study Room: (719) 593-8000
    • Ruth Holley Library Study Room: (719) 597-5377
  6. The following study rooms can be reserved online:
  7. A valid PPLD library card with password is required to make a reservation for these rooms.

    • East Library Study Rooms
      • Study Room 1 (up to 5 people)
      • Study Room 2 (up to 5 people)
      • Study Room 3 (up to 5 people)
    • Library 21c Study Rooms
      • B 1 (up to 10 people)
      • B 3 (up to 8 people)
      • B 4 (up to 6 people)
      • B 5 (up to 5 people)
      • C 1 (up to 8 people)
      • C 2 (up to 8 people)
      • C 3 (up to 8 people)

Food Services:

  • Public groups may not bring alcoholic beverages into Library facilities.
  • Libraries other than East and Penrose do not have banquet or meal capacities.

Library 21c

  • Catering Service: Her Story Café is the only approved catering service.

Other Libraries

  • Coffee, tea, and light refreshments may be served during meetings in Library facilities. The group using the room must provide supplies and equipment for serving refreshments.
  • Catered events are possible at Penrose Library and East Library.
  • The Library will provide a list of approved caterers who have already provided health and insurance certificates. The Library charges a non-refundable $50 food fee for catered events.

Signage

  1. The Library will provide an easel to post directional signage for meetings. One sign of professional quality can be displayed.
  2. Materials may not be taped or tacked to walls or other surfaces.
  3. With approval, signage for nonprofit organizations can be posted on community boards and other designated areas within the libraries.
  4. Duration of display time is determined by each location.

Meeting Room Equipment

Equipment may vary at each location.

  1. Provided at no charge where available:
    • Whiteboard (low tech board) or Flipchart
    • LCD Projector (laptop not included)
    • Screen
    • Tables
    • Chairs
  2. Groups reserving space in Library facilities are responsible for the set up and restoration of the meeting room. PPLD staff will assist in the set up of East Library Community Room and Carnegie Reading Room if set-up requirements are included in the room reservation.
  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.
  5. Wireless Internet access is available at all libraries. Libraries have limited bandwidth. We suggest that groups save videos and programs to flash drives, CDs, or DVDs.

One-Time-Only and Recurring Meetings

  1. Rooms may be reserved up to six months in advance.
  2. A group or organization may reserve a room once a month at Penrose and East Libraries and up to once a week at other libraries.

CANCELLATION POLICY

Fees charged for room use are used to offset set up and administration expenses. Organizations that cancel reservations three business days in advance will receive a full refund within 15 days. Groups that fail to cancel a reservation three business days in advance or that do not show up on the reserved date can be denied future access to Library meeting rooms, and will not receive a refund of fees.

Contact Information

Meeting Room Coordinator
(719) 884-9827
meetingrooms@ppld.org

Updated: July 18, 2014