Distribution of Free Material and Community Information

Superior Public Library Policy on Distribution of Free Material and Community Information

I. PURPOSE

The Superior Public Library serves as a central resource for information, education, and recreation for our community. A key component of this mission is facilitating the free exchange of information that benefits our patrons. This policy outlines guidelines for the distribution of free materials, the use of bulletin boards, and opportunities for organizations to table within the library, ensuring equitable access and maintaining a welcoming and orderly environment.

II. General Principles

  • Non-commercial activities of a civic, cultural, recreational or educational nature are accepted for display and should be relevant to the Superior and Douglas County community or the library’s mission.
  • To give access to as much community information as possible, most material will be displayed for a limited time and typically two to four weeks before an event.
  • The library reserves the right to refuse or remove any materials deemed inappropriate, obsolete, or in violation of this policy.
  • The Library Director or their designee has the final authority on all decisions regarding the distribution of materials.
  • Placement of materials does not imply endorsement by the Superior Public Library.

III. Handouts and Brochures

A. Approved Locations:

  • Free handouts, flyers, brochures, and similar materials may only be placed in designated areas, typically on community information racks or tables near the main entrance or circulation desk.
  • Materials are generally limited to one stack of handouts per organization/event.

B. Content Guidelines:

  • Materials must clearly state the name of the sponsoring organization or individual.
  • Information should be legible, concise, and focused on community events, services, or educational opportunities.
  • Examples of acceptable materials include:
    • Notices of local government meetings and services.
    • Information about non-profit organization services (e.g., food pantries, support groups).
    • Announcements for free community events (e.g., festivals, concerts, educational workshops).
    • Educational pamphlets on health, safety, or civic engagement.

C. Maintenance:

  • Library staff will regularly monitor designated areas and remove outdated or excessive materials. Materials related to events that have passed will be promptly removed.

IV. Bulletin Boards

A. Purpose:

  • The library maintains designated bulletin boards for the posting of community information. These boards are intended for non-commercial announcements from community groups, non-profit organizations, and public agencies.

B. Posting Guidelines:

  • All items for posting must be submitted to library staff at the circulation desk for approval and posting.
  • Materials should be no larger than 8.5″ x 11″ (standard letter size), unless prior approval is granted by library staff for a larger, essential notice.
  • Only one copy of each notice will be posted on a bulletin board at a time.
  • Notices should be dated and include contact information for the sponsoring organization or individual.

C. Content Guidelines:

  • Similar to handouts, content must be non-commercial and relevant to the Superior and Douglas County community.
  • Notices advertising commercial businesses, services for hire, or “for sale” items are generally not permitted, with the exception of specific community interest items (e.g., lost pets, limited free items) at the discretion of library staff.

D. Maintenance:

  • Library staff will periodically review and remove outdated or unapproved notices. Generally, notices will remain posted for a maximum of four weeks, or until the event date has passed.

V. Tabling by Organizations

A. Eligibility:

  • The library may permit local non-profit organizations, government agencies, and educational institutions to set up a table to distribute information and engage with patrons.
  • Tabling is intended for the purpose of sharing information about services, programs, and community initiatives, not for direct sales or fundraising (unless directly related to an approved library program or fundraiser).
  • Due to limitations of space and staff resources, the library does not permit donation drives or collections conducted by organizations or groups not directly affiliated with the library.

B. Application and Approval Process:

  • Organizations wishing to table must submit a request to the Library Director or their designee at least two weeks in advance, providing the following information:
    • Name of organization.
    • Purpose of tabling (what information will be shared, what activities will take place).
    • Preferred dates and times (up to a maximum of 4 hours per session, generally during library open hours).
    • Number of representatives.
    • Any specific equipment needs (e.g., power outlet, chair).
  • Approval is contingent upon availability of space, relevance to the library’s mission, and adherence to this policy. The library reserves the right to limit the number of tabling events at any given time.
  • Priority may be given to organizations offering services directly beneficial to library patrons or in conjunction with library programming.

C. Operational Guidelines for Tabling:

  • Organizations must check in with library staff upon arrival.
  • Tabling will take place in designated areas only, as assigned by library staff.
  • Representatives must remain at their table and not solicit patrons throughout the library.
  • Materials distributed must adhere to the content guidelines for handouts and brochures (Section III.B).
  • Organizations are responsible for providing their own display materials and ensuring their area remains tidy.
  • Noise levels must be kept to a minimum to avoid disrupting other patrons.
  • No food or beverages may be sold. Limited free samples may be offered with prior approval.
  • The library is not responsible for any materials or equipment left unattended by the organization.
  • Organizations must pack up all materials and leave the area clean upon departure.

VI. Literature Related to Campaigns for Public Office

The library does not accept this material. Candidates may reserve meeting rooms for public forums. Campaign posters may not be displayed outside the meeting space. The library does not advocate or endorse the view of groups using the library’s meeting spaces.

VII. Petitioning or Distribution of Literature

Petitioning, solicitation, canvassing or similar types of appeals by members of the public are not allowed inside the library. Rare exceptions under unusual circumstances may be made for specific library projects with the approval of the Director and the City Attorney.

VIII. Exceptions

Any exceptions to this policy must be approved in advance by the Library Director.

IX. Policy Review

This policy will be reviewed periodically by the Library Director and Library Board to ensure its continued relevance and effectiveness.

Adopted by Superior Public Library Board on 9/10/2025
Previous versions: 10/14/98