Meeting Room and Study Room Policy
Reserve a Meeting or Study Room
Approved by the Library Commission on November 4, 2019.
Boulder Public Library provides open access to all forms of educational, cultural and recreational information including ideas and the free expression of all points of view. In keeping with these principles, Boulder Public Library provides meeting spaces for members of the local community to present and exchange views on subjects of all kinds.
Meeting and study rooms are available at no charge to all nonprofit, community and for-profit business groups, regardless of their beliefs or affiliations. Granting permission to use library facilities does not constitute endorsement by the Boulder Public Library, its staff, or the Library Commission. No advertisement or announcement implying such endorsement is permitted.
Meetings, workshops, and events scheduled to occur in the library, which are not co-organized by library and arts staff and community partners, are not eligible to receive promotional or other support from library and arts staff, or to use resources beyond the provision of the room and access to the equipment and furniture in the room. Please include the following statement on any/all promotional materials, including, but not limited to, signs/posters, flyers/mailings, press releases, online promotions, etc.:
“This event is not sponsored or endorsed by Boulder Public Library. For more information, please contact [insert your organization’s contact information]. Access to free meeting rooms is a service of Boulder Public Library.”
Meeting and Study Room Guidelines
Meeting and study rooms are provided during regular business hours and are available for reservation and use by patrons after library and arts programs, events or meetings, or library and arts-sponsored programs and events are scheduled. Reservations can be made online or by contacting library staff.
- Rooms may be reserved for groups of five people or more.
- Groups are permitted reservations up to 8 hours per month. Set up and clean-up time must be included within the reservation time.
- Rooms may be booked up to 24 weeks in advance.
- Meeting rooms may be reserved by patrons 14 years or older. Patrons under 14 years of age using the meeting rooms must have an adult sponsor who reserves the room and is present during the scheduled meeting.
- The audiovisual equipment available in each room is listed here. Groups must provide their own laptop computer or electronic devices and are advised to bring their own HDMI or VGA cable and adaptors to connect to the meeting room equipment. The library offers HDMI or VGA cables and other adaptors for checkout as available. All technical support is the responsibility of the group. If assistance is needed to connect to the audiovisual equipment provided, a basic training session may be scheduled with a library staff member prior to the meeting.
- Groups may supply and serve refreshments in accordance with the Library Rules of Conduct.
- Detailed meeting room information, including capacity and equipment.
Study rooms at the Main Library, George Reynolds and Meadows Branch Libraries are available for drop-in use or by reservation. Reservations for two hours per day can be made online or by contacting library staff. Advanced reservations are accepted for a two-hour time limit per day. Reservations can be made up to three weeks in advance. Persons of any age are eligible to make a reservation. Detailed study room information, including capacity.
Please cancel meeting or study room reservations you no longer need 24 hours prior to the reserved time. Reservations are considered forfeited if the individual or group does not show up within 15 minutes after the reservation time. Please refer to the email confirmation if you need to cancel a reservation for a study room or meeting room. If you no longer have your confirmation, please call the library to cancel your reservation.
The library reserves the right to cancel programs as needed for any weather, health, or safety-related issue.
- The Library Rules of Conduct apply to all persons using any meeting or study room.
- Groups must limit attendees to the posted room capacity for safety purposes.
- Groups must adhere to the reservation time permitted per month in the meeting room guidelines above.
- Meetings must be held during the library facility’s operating hours. Meetings, including clean up time, must conclude ten minutes before the facility closing time.
- Groups using the rooms are responsible for arranging the room to meet their needs and for cleaning and straightening the room after use.
- All trash, recyclable and compostable items must be deposited in the proper receptacles.
- The library manager or designated staff member may grant permission for groups to post or distribute materials outside of the meeting room.
- The event organizer must secure permission from the library manager to accept donations, charge fees or admission, or to sell items or services in advance of the event.
- No storage is provided for groups using the library, and the library is not responsible for anything left in the building.
- Movies shown or recordings played must have the appropriate public performance rights. Obtaining the license and all applicable fees are the responsibility of the group. Proof of public performance rights shall be provided to the library manager prior to the event date.
- The library is a public space. In accordance with the mission, groups are encouraged to use the meeting rooms. If the meeting is not advertised as being “open to the public,” groups using the meeting rooms have the right to limit attendance. However, library staff members cannot be expected to enforce or ensure the privacy of any meeting.
Approved by the Library Commission on November 4, 2019.