Meeting Rooms

The Library has two meeting rooms: an Auditorium, which seats 98 people, and a Gallery, which seats 35 people. The Lawrence Public Library welcomes the use of these meeting rooms at no charge on a reserved-only basis by government agencies, non-profit organizations, and groups engaged in educational, civic, cultural, intellectual, and charitable activities. Library meeting rooms are not available for commercial purposes. Such commercial use includes bazaars, special benefit sales, and programs designed to promote the purchase of products or services.

The Library's Community Relations Coordinator will review all requests for meeting room use and determine eligibility prior to granting approval. In the event that a question may arise as to the eligibility of any organization, group, or individual requesting the use of the meeting rooms, the Library Director will be consulted, and if necessary, the Library Board.

That a group is permitted to use a Library meeting room does not in any way constitute an endorsement by the Library Board or Library staff of the group's policies or beliefs. The Lawrence Public Library will make no effort to censor or amend the content of a meeting when granting meeting room access.

Meeting Room Availability
Reservations for meeting rooms are scheduled in order of request. Rooms will be assigned on the basis of availability and size of the requesting group. Library sponsored programs will have priority. Meeting rooms will be available only if a reservation application is made in advance of the event. Applications must be made in writing using the Library's Meeting Room Reservation Application form, which can be found at the Check Out Desk. A group must complete the Meeting Room Reservation Application form once, and may be granted subsequent use of meeting rooms without completion of an application form prior to each meeting room reservation. The information contained in the agreement should be updated from time to time. The agreement contained in the application form will be binding upon the reserving group for any subsequent meeting room reservation. Notice of cancellation must be received by the Library at least 24 hours in advance of the day of the event.

It is not the intent of the Library to provide permanent or continuous meeting space. Up to six meetings may be scheduled at one time. Groups may schedule the meeting rooms for one use per month. Reservations for meeting rooms may be made up to six months in advance.

The Library Director and Library Board reserve the right to cancel any meeting should conditions or situations warrant such action. When the Library closes because of an electrical or heating/cooling equipment failure or a weather-related emergency, all efforts will be made to notify organizations scheduled to use a meeting room. During adverse weather conditions, the group should check with the Library or listen to local radio stations for closing information.

Basic Rules of Use

• Occupants may not exceed stated occupancy for the meeting room.
• No admission fees may be charged by groups using the meeting room.
• Meetings may not begin before the Library opens, or extend beyond Library closing.
• No organization or group using the meeting rooms will discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, or handicapped status in the provision of service.

Meeting Room Set-up and Equipment Use
Set-up and special arrangements are the responsibility of the user. No special room set-ups will be provided by the Library. No tacks, nails or adhesive tape are to be placed in or on doors, walls, or furniture. Lighted candles or flames, because of fire hazard, are not to be used within the meeting rooms. All paper and decorations used in decorating the meeting rooms must be flame proof.

A variety of audiovisual equipment is available for use in the meeting rooms. The equipment should be used by someone experienced in its operation. The audiovisual equipment must be checked out and back in at the Check Out Desk by the person responsible for reserving the room. Any damage due to misuse of audiovisual equipment is the responsibility of the organization or group reserving the room. Audiovisual equipment must be checked back in by 8:45 p.m. Monday through Friday, and 5:45 p.m. on Saturday and Sunday.

Refreshments
Refreshments may be served in meeting rooms. A small kitchen is available for use in serving coffee, tea or light refreshments. All appliances and/or equipment needed for refreshments are the responsibility of the user. Pre-prepared food and coffee/tea preparation is allowed, but food preparation on the Library premises is not allowed. Intoxicating liquors or cereal malt beverages may not be dispensed or consumed on the Library premises or grounds.

Maintaining Order
Groups and organizations using meeting rooms are responsible for maintaining order. Appropriate conduct is expected as a condition of room use. At least one adult must be present and responsible for any event involving children under the age of 18. The Lawrence Public Library shall bear no responsibility whatever for personal injury. The Library is unable to provide child care services. People attending meetings at the Library must make arrangements for child care. The Library cannot assume responsibility for caring for children left alone in the reading rooms.

Clean Up and Damages
Groups and individuals using meeting rooms are responsible for basic clean up and returning the room to order. Any equipment or displays brought in for a meeting must be removed at the end of the meeting. The Library is not responsible for lost or stolen items. Damages to the premises, equipment or furnishings as a result of group use will be charged to the group responsible.