Meeting Room Guidelines

Douglas County Libraries provide meeting rooms to enrich the educational mission of the library, to enable members of the local community to gather to discuss issues important to the community and to encourage the free exchange of information on a wide variety of topics. The meeting rooms are available to all nonprofit, community, and for-profit groups, regardless of their beliefs or affiliations.

To improve gas mileage, our environment, and our parking situation, Douglas County Libraries encourages those who meet at its facilities to carpool.

Guidelines

1. Library-sponsored programs take priority in the scheduling of meeting rooms.
2. Meeting room space is free for non-profit and community groups and these groups
   are given preference in booking rooms.For-profit groups may book rooms when space is available. Donations are encouraged. Suggested donation is $25/use.
3. Meetings may be booked before or after regular library business hours by prior arrangement. Permission to meet before or after hours may be denied because of staffing, building security, or other constraints. Call 303.791.READ for more information.
4. Private parties are not permitted.
5. Non-profit groups may be asked to provide a copy of their IRS Determination Letter, their Articles of Incorporation or a Tax Exempt Certificate.
6. Groups may be requested to provide Proof of Insurance.
7. Permission to use facilities does not constitute endorsement by the library. No advertisement or announcement implying such endorsement will be permitted.
8. In general, groups will be limited to twelve meetings per year.
9. Applications are kept on file for one year.
10. Applicants must reapply yearly.
11. Meeting Rooms should be reserved to include time needed to setup and breakdown any tables, chairs or equipment.

Meeting Room Expectations

1. Groups are responsible for setup and cleanup of chairs, tables, and refreshments.
   A fee will be charged for cleaning, repairs or replacements due to damage. Rooms must be cleaned up no later than 10 minutes before the end of the scheduled time or the closing of the library.
2. Most libraries have a small kitchenette available for public use. Light refreshments may be served. If a caterer is to be used, the booking time should include time needed by the caterer.
3. The use of alcoholic beverages is prohibited, unless special permission is applied for and granted by the Library Board of Trustees. Alcohol Use Request applications for this permission must be submitted at least 4 weeks in advance of the event. Permission will be granted on a case-by-case basis. In general, the following conditions apply:
• The library must be closed.
• No alcohol may be sold.
• Only wine and beer may be served.
• Applicants must stipulate how alcohol use will be monitored to meet legal requirements.
4. Use of tobacco is prohibited everywhere in the library.
5. No storage is provided for groups using the library and the library will not be responsible for anything left in the building.
6. Programs held in the meeting room must not disrupt the use of the library by others.
7. If a group needs to cancel a meeting, notice must be given to the library 24 hours in advance. Failure to do so may affect future scheduling for the group.
8. Because meeting rooms are also used for library programs, groups may occasionally be asked to change a time or place of their meetings to accommodate library programs. Groups will be notified of such a change no later than 1 week in advance.
9. Some libraries are designated polling places. Meeting rooms may be rescheduled if a conflict with polling requirements occurs.
10. All meetings must be free of charge to the public, unless the library manager has granted specific permission to charge a fee for supplies, services or non-profit fundraising.
11. Most libraries have audiovisual equipment available for use by groups. Check with the individual libraries for specifics.
12. In cases where a meeting is scheduled and the weather is inclement, please call 303-791-READ for information regarding closures, or check the website at DouglasCountyLibraries.org.
13. Except as specified for each particular meeting room, materials are not to be attached to walls, windows, doors, hallways leading into meeting rooms or furnishings.