Lawrence Public Library Meeting Room Reservation Application [PDF]

Meeting Room Policy - Approved by the Lawrence Public Library Board of Trustees, April 15, 1996; revised May 17, 2000, April 17, 2006, and June 21, 2010.

The Lawrence Public Library encourages public use of library meeting room, which are reserved for the education, amusement, diversion or enjoyment of library patrons. The Library has the following public meeting rooms:

• Auditorium - seats 98
• Gallery - seats 27

Use of the Business Center Conference Room (seats 4) is covered by a separate policy.

Fees for Use

1. Meeting rooms may be reserved at no charge by non-profit organizations, government agencies, and individuals and groups engaged in educational, civic, cultural, intellectual and charitable activities. These meetings must be free and open to the public.
2. For-profit businesses or any group requesting a closed meeting may reserve the Auditorium at a charge of $40 per hour, or the Gallery at a charge of $20 per hour. Rooms may only be reserved in one-hour increments.
3. Any loss or damage to the premises, equipment or furnishings as a result of public use will be charged to the group or individual responsible for the room reservation.

Meeting Room Scheduling

1. Meetings may not begin before the library opens, or extend beyond Library closing.
2. Library sponsored programs and elections receive first priority in scheduling. Otherwise, reservations are scheduled in order of request.
3. Application to use meeting rooms must be made using the Library's Meeting Room Reservation Application form. Reservation is not complete until confirmed by the Library.
4. 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 agreement contained in the application form will be binding upon the reserving individual or group for any subsequent meeting room reservation(s).
5. Reservations for meeting rooms may be made up to three months in advance.
6. It is not the intent of the Library to provide permanent or continuous meeting space. Groups may schedule the meeting rooms for one use per month. Up to three meetings may be scheduled at one time.
7. Notice of cancellation must be received by the Library at least 24 hours in advance of the reserved time. Failure to notify the Library of a cancellation may result in denial of future meeting room privileges, and loss of fee, if applicable.
8. The Library Director and Library Board reserve the right to cancel any meeting should conditions warrant. When the Library closes due to an 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 consult local media outlets for closing information.

Basic Rules of Use

1. Permission to use a Library meeting room does not constitute Library endorsement of the group's policies or beliefs, and no claim to that effect nor claim to Library sponsorship may be used in advertising. Neither the name nor address of the Library may be used as the official address of a group using the Library's meeting rooms. The Library will make no effort to censor or amend the content of a meeting.
2. All meetings are free and open to the public unless the group has paid the room reservation fee.
3. Admission fees may only be charged to recover costs directly associated with the provision of programs, such as educational materials, refreshments, or speakers' fees.
4. Groups and individuals may not buy or sell merchandise, fundraise, or solicit for later sales contacts or placement of orders.
5. Private events, such as receptions, showers and parties, are not permitted.
6. Occupants may not exceed the stated occupancy for the meeting room.

Rules of Conduct

1. Groups using meeting rooms are responsible for maintaining order. Appropriate conduct is expected as a condition of room use.
2. The Library bears no responsibility for personal injury sustained while using library meeting space.
3. At least one adult must be present and responsible for any event involving children under the age of 18.
4. Children must stay with the group or be supervised by a responsible adult as per the library's unattended child policy.

Meeting Room Set-up and Equipment Use

1. Room set-up is the responsibility of the user.
2. No tacks, nails or adhesive tape are to be placed in or on doors, walls, or furniture.
3. Lighted candles or flames, because of fire hazard, are not to be used within the meeting rooms.
4. A variety of audiovisual equipment is available for checkout to use in the meeting rooms. The equipment should be used by someone experienced in its operation. Library staff members are generally not available to assist with equipment unless prior arrangements are made. Audiovisual equipment must be checked back in 15 minutes before library closing.
5. Library artwork may not be moved.

Refreshments

1. Refreshments may be served in meeting rooms
2. Alcoholic beverages are not permitted.

Clean Up

1. Groups and individuals using meeting rooms are responsible for basic clean up and returning the room to order.
2. 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.

Non-Compliance with this Policy

1. Failure to comply with this policy may result in denial of future use of the Library meeting rooms, financial liability for loss or damage, and/or immediate removal from the meeting room.

Exceptions for Library Use of Public Meeting Rooms

1. Events sponsored by the Library, the Friends of the Library, the Library Foundation or the City of Lawrence are exempt from provisions of policy. Requests from the public for exceptions to this policy must be made in writing to the Library Board.