Public Use of Meeting Rooms Policy

Purpose and Availability

Superior Public Library (SPL) provides meeting room space for the community, free of charge, as part of its mission to connect citizens with one another and the broader world. The primary use of SPL rooms is for library programs and library-sponsored activities. Meeting rooms and grounds shall not be available for the financial benefit of private individuals or organizations.
These spaces may be used for the presentation and exchange of information as noted in the guidelines below. SPL makes these spaces available on equitable terms to all persons and groups.

Overview of Available Spaces

• Meeting Room: Seats up to 105. Has a screen, lectern, microphone, sink and refrigerator access.
• Classroom: Seats up to 25. Has a screen, lectern, 2 round and 2 long tables, sink and refrigerator access.
• Conference Room: Seats up to 12. Has a whiteboard and 3 folding tables.
• Creator Room: Seats up to 12. Has white board, 2 folding tables and a tile floor.
• Study Rooms: There are two study rooms available. Study Room A has a maximum capacity of four people. Study Room B has a maximum capacity of two people.

Prohibited Uses

Meeting room spaces are not available for:

• Commercial functions, including but not limited to, sales presentations of any kind, nonlibrary fundraisers, sales of merchandise or services, or solicitation, including the compilation of mailing lists.
• Programs or meetings where an admission fee is charged, a raffle is held, or donations, collections, or fees of any kind are requested or suggested.
• Purely social functions (receptions, birthday parties, showers, etc.)
• Political rallies supporting or opposing a specific candidate.
• Uses that would disturb library customers, impede library staff, endanger the library building, or interfere with functions of the library.
• Hateful conduct activity, as defined by the American Library Association.
• Unlawful activity.

Reservations

To ensure equitable access, reservations will be limited to once a month (except for study rooms). Reservations are available on a first come, first served basis, and can be made for the current calendar year (up to 12 meetings). Reservations requested for the next calendar year may be made up to three months in advance.

Reservation requests must be submitted online 72 hours in advance (except for study rooms). Reasonable accommodation will be made for those unable to submit an online request. Reservations are not considered confirmed until written approval by designated library staff is given. Same-day reservation requests may be made by calling the library. Any reservations made the day of will be limited to two hours.

Study rooms are available on a first-come, first-served basis. Use of the study rooms is limited to two hours. Time may be extended at staff discretion.

Meeting spaces may only be used during the library’s hours of operation. No one will be admitted to the building before open hours without express written permission of library staff.

Available Equipment (upon request)

Easel, whiteboard with markers, microphone (for large meeting room only), laptop and digital projector. The rooms have public wireless internet access.

Guidelines

Food and Drink

• Light refreshments with minimal odors and mess (coffee, doughnuts, fruit, box lunches, etc.) may be served in the meeting spaces. Larger meals and other catered food may only be served with preapproval from library staff. The library is not responsible for the safety of any food.
• The library does not provide coffee makers, dishes, utensils, or paper products.
• Cooking in the kitchen is prohibited. The sink and refrigerator may be used.

Technology

• There is no charge for use of available audiovisual equipment; however, SPL cannot provide operators or troubleshooting for the equipment. People reserving library space are strongly encouraged to set up a training appointment with staff in advance if they are unfamiliar with the technology. Equipment must be shut down and cords stowed away at the end of reservation. Users must sign out of all accounts.
• The library is not responsible for equipment or materials owned by another organization or individual.

General

• Meeting spaces must be cleaned and vacated at the scheduled time. Additional time beyond the reservation is not allowed. All rooms shall be left in the same condition as you found them.
  • If the room requires cleaning, rearranging, or repair after use, the reserving patron may be charged $100 plus the actual cost of damages.
• Library staff will not be responsible for setting up tables and chairs.
• Equipment and materials may not be stored at the library before or after a room is used. No advance deliveries, including food, will be accepted by the library for meetings or programs. The library is not responsible for any equipment or items left in the rooms.
• A representative of the reserving group is required to check in with library staff at the circulation desk when they arrive and when they are finished with the space.
• A reserved space may be released if check-in does not occur within 15 minutes of the reservation start time.
• The stated occupancy of the room may not be exceeded.
• The library reserves the right to transfer individuals or groups to another meeting room in the library.
• Permission to use a space is revocable and does not constitute a lease.
  • Use of the reservable spaces may be terminated at any time if the conduct of the group, or any member of the group, is disruptive to library services, or is abusive or dangerous to the building, library materials, exhibits, furnishings, or
    individuals in the building.
  • In the event of a library closure, the reservation will be canceled, and library staff will make their best efforts to notify anyone with room reservations.
  • The library may cancel or refuse to grant a reservation at the recommendation of law enforcement.
• Permission to use a space does not imply library endorsement of the views, aims, policies, or activities of any group or organization.
• The library reserves the right to review each prospective use and determine if that use falls with the library’s policies, and the right to monitor all use of the reservable spaces to ensure compliance with library policies.
• The library reserves the right to deny future requests for reservable space based on, but not limited to, reservation no-shows, late cancellations, remaining in spaces beyond the reserved time, or violations of this or any other library policy.

Conduct

The person reserving the space is solely and fully responsible for the space and all its contents, and for any and all loss/damage to the building, furniture, or equipment. They must be present during the entire use of the space. They are responsible for relaying usage requirements to all attendees and must manage the orderly behavior of all attendees. The library’s Safety & Security Policy and Patron Code of Conduct must be observed at all times.

Any person using meeting room space must comply with copyright laws and will secure necessary performance licenses for the use of copywritten materials (DVD showings, e.g.) and indemnify and hold harmless the library for any failure to do so.

In the event of misconduct, library staff may immediately terminate the event or meeting and clear the premises.

Marketing, Publicity and Signage

Publicity for activities held in a reservable space must clearly and prominently identify the name of the applicant or associated organization or group as the event host. Publicity may include the library name, address, and the appropriate room designation as location information only. Use of the library logo is not permitted.

No signs or other publicity materials promoting an event may be placed anywhere in the library or on its premises without prior permission and direction of library staff. Any such items will be removed by the library and the cost to repair any damage caused by the unauthorized placement of such items will be assessed to the applicant.

Only library and library co-sponsored events appear in the library’s events calendar. The library will not promote non-library events/programs on the website or events calendar.

Expectation of Privacy

Reservation of a library meeting room does not convey an expectation of privacy. Meetings must be free and open to the general public. Meeting rooms may be monitored by surveillance cameras.

The library retains the right to monitor all meetings, programs and events conducted on the premises to ensure compliance with Library regulations. Library staff will have free access to meeting and study rooms at all times.

Library Bill of Rights

The Library Board of Trustees subscribes to the American Library Association’s Library Bill of Rights. Article VI states:

Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Approved by Library Board on April 10, 2024

Revised 01/26/2022
Revised 10/10/2018
Revised 08/13/14