Meeting Rooms

Meeting rooms may also be reserved by contacting the Meeting Room Coordinator at (719) 531-6333, x1205.

Meeting Room Policy

Meeting Room Philosophy

Pikes Peak Library District provides meeting rooms for public use. The Meeting Room Policy is developed in accordance with the Library’s mission. The goal of the policy is to provide wide access to District meeting rooms and to have the meeting rooms fully used. The meeting rooms are available to all groups on equal terms regardless of opinion or affiliation.

Meeting Room Use

1. No fees are charged for:
• Library-sponsored meetings
• Nonprofit meetings
• Government meetings, hearings, elected official "town hall" meetings
• Political campaigns or issues
2. A fee of $25/hour is charged for:
• Meetings of profit-making groups or businesses
• Meetings which require payment of tuition or other fees
• Meetings that are designed to further the specific goals of an individual or group, such as recitals, etc.
• Programs held by professionals such as attorneys, real estate agents, financial planners, etc. that often result in business referrals
3. Meeting rooms are available to groups of at least three people. Meeting rooms are not intended for use as study rooms by one or two people. However, in facilities that do not have study rooms, when the meeting room is not booked, patrons may use the rooms to study. Meeting rooms must be booked two weeks in advance. Study rooms can be booked 24 hours in advance.
4. Library rooms may not be reserved for events such as weddings, birthdays, anniversaries, memorial services, etc.
5. The Library reserves the right to deny the use of meeting rooms if at any time the conduct of the group or any member of the group is disruptive to Library service, destructive to the building or equipment, or if information is falsified on the meeting room reservation form. If a meeting or event in progress disturbs regular Library operations, the Library reserves the right to immediately terminate the meeting or event. No fees for use will be refunded in the event of termination.
6. Smoking and open flames are not allowed in any Library facility.
7. Concealed weapons that are not legally licensed and open display of weapons are prohibited (Open Display of Weapons Policy and Colo. Rev. Stat. 18-12-105).
8. Groups using Library meeting rooms may not serve alcohol.
9. Groups must observe meeting room capacities.
10. The Library reserves the right to negotiate the use of its meeting rooms for Library hosted special activities, including adjustment of fees, hours of operation, and promotions.
11. Use of Library meeting rooms does not constitute endorsement by the Library of the program or points of view expressed. No advertisement or announcement implying sponsorship, co-sponsorship, or endorsement by the Library may be used, including but not limited to print or broadcast promotions, signage, or funding activities.
12. Use of meeting rooms for Library purposes takes precedence over other reservations and uses. The Library reserves the right to transfer a group or organization to another area or to cancel a reservation if necessary. If the Library cancels a reservation, every effort will be made to provide as much advance notice as possible. A refund will be issued if a fee was required.

PPLD Meeting Rooms

Meeting Room Hours

East Library

Meetings may be scheduled at East Library during open hours and in the morning Monday through Friday before open hours. Meetings can be booked as early as 8 a.m. in East Library meeting
rooms. Group members may arrive as early as 7 a.m.

Penrose Library

Meetings may be scheduled at Penrose Library during open hours and in the morning Monday through Friday before open hours. Meetings can be booked as early as 8 a.m. in Penrose Library meeting rooms. Group members may arrive as early as 7 a.m.

Other Libraries

Meetings in libraries other than East and Penrose Libraries are limited to operating hours of the facility. An exception to this is the Fountain Library which has a community room available on a limited basis before and after hours. For more information about the Fountain Library Community Room, please see the Fountain Library After-Hours Community Room Use Policy.

All meetings, including question/answer periods, informal socialization, and cleanup, must be completed by closing hours at each facility.

Food Services:

Coffee, tea, and light refreshments may be served during meetings at Library facilities. The group using the room must provide supplies and equipment for serving refreshments.

Libraries other than East and Penrose do not have banquet or meal capacities.

Catered events are possible at the Penrose Library in the meeting rooms and in the window bay area for morning meetings and in the large meeting room at the East Library.

The Library will provide a list of caterers who have already provided health and insurance certificates. East and Penrose Libraries have banquet or meal capacities. Other libraries do not. The Library charges a non-refundable $50 food fee for catered events.

Signage

The Library will provide an easel to post directional signage for meetings. One sign of professional quality can be displayed. Materials may not be taped or tacked to walls or other surfaces. With approval, signage for nonprofit organizations can be posted on community boards and other designated areas within the libraries. Duration of display time is determiend by each location.

Meeting Room Equipment

Equipment may vary at each location:

1. Provided at no charge where available:
• Whiteboard (low tech board)
• Flipchart
• Screen
• Tables
• Chairs
• Podium/microphone
• TV/VCR/DVD
• Overhead Projector
• LCD Projector (laptops not included)
2. Requests for room set-up and equipment should be made at the time the reservation is submitted.
3. The Library will assess a fee if Library equipment or property is damaged or if excessive cleaning is necessary after a meeting.
4. The Library is not responsible for the loss of and/or damage to equipment or materials owned by groups. The Library cannot store supplies or equipment belonging to a group.
5. Wireless Internet access is available at all libraries. Libraries have limited bandwidth. We suggest that groups save videos and programs to flash drives, CDs, or DVDs.

Meeting Room Set Up

East Library

Library staff will set up chairs and tables for meetings from Monday - Friday between 7 a.m. and 4 p.m. according to set up specified on the meeting reservation form. Groups using rooms after 4 p.m. will be responsible for rearranging any chairs and tables. Library staff will set up the first meeting on Saturday and Sunday. Groups that follow will be responsible for any changes. Exceptions will be made for larger gatherings.

Penrose Library

Library staff will set up chairs and tables for meetings from Monday - Friday between 7 a.m. and 4 p.m. according to set up specified on the meeting reservation form. Groups using rooms after 4 p.m. will be responsible for rearranging any chairs and tables. Library staff will set up the first meeting on Saturday and Sunday. Groups that follow will be responsible for any changes. Exceptions will be made for larger gatherings.

Other Libraries

Each library has a number of chairs and tables available for meetings. It is the responsibility of the group using the room to set up the room. Furnishings and equipment in the public areas of Libraries are not available for use in meetings.

Reserving a Meeting Room

Meeting rooms may be reserved by following these instructions or by contacting (719) 531-6333, x1205.

1. Reservations are filled on a first-come, first-served basis.
2. Meetings should be booked at least two weeks in advance.
3. Reservation forms, including appropriate payments, must be received one week prior to the meeting in order to hold a meeting room space. If payment is not received, one attempt will be made to contact the group. If contact is not made, the reservation will be released.

One-Time-Only and Recurring Meetings

1. Rooms may be reserved on a rolling six month schedule. For example, in December, reservations can be made for December through May. In January, reservations can be made for January through June.
2. A group or organization may reserve a room once a
   month at Penrose and East Libraries and up to once a week at other libraries.

Additional Services

Fountain Library Before/After Hours
Meetings can be reserved with special arrangements before and after hours. Please call (719) 531-6333, x1205. For more information about the Fountain Library Community Room, please see the Fountain Library After-Hours Community Room Use Policy.

Carnegie Reading Room
The Carnegie Reading Room at Penrose Library is only available for events, political forums, and special arrangements. Please call (719) 531-6333, x1205.

Policy effective October 26, 2007.