Meeting Room Reservation Policy

Three meeting rooms are available at the Grand County Public Library to support library programs and functions that further the work of the library.  When not being used by the library, the rooms are available for reservation by not-for-profit organizations and noncommercial groups/meetings.  The library provides these meeting rooms for members of the public on an equitable basis, regardless of the subject matter or content of the meeting or the beliefs or affiliations of individuals or groups requesting the meeting room.  The meeting rooms are available during regular library hours designated for the public and are reserved on a first-come, first-served basis.  Meeting rooms can not be reserved more than six months in advance. Groups and individuals requesting a reservation are required to submit a completed and signed electronic meeting room application form through the library's website.  The completed and signed electronic form must be reviewed by library staff before a meeting room can be reserved.

All non-library sponsored meetings must be open to the public, free of charge and abide by the library’s code of conduct.  Nothing may be sold before/during or after non-library meetings while on library property.  No solicitation or taking of orders for future purchases may occur in the library’s meeting rooms during non-library meetings.  For-profit groups or businesses will not be allowed to reserve the meeting rooms even if direct sales will not be occurring during the meeting. Tutors and their students are an exception to the noncommercial rule.  Tutors are allowed to use the tutoring room, even if the tutor is being paid.

Library activities always have precedence for scheduling, and confirmed reservations may be subject to change if it is later determined that the room is needed for a library program.

If not occupied a meeting room may be used without making a reservation for any purpose that is in accordance with the Library’s Code of Conduct.  Walk in users must inform library staff of how long they will use the room so that the Meeting Room Schedule can accurately reflect availability for reservations.

The Library will deny the use of a meeting room to an applicant if in the Library’s opinion: a) the purpose of the meeting or activity is illegal; b) the meeting will present health or security risks which cannot be mitigated; c) the conduct of the meeting will substantially interfere with the Library’s functioning; d) the applicant has not provided satisfactory adult sponsorship and supervision for the meeting; e) the purpose of the meeting is promotional and/or for financial gain/fundraising or f) the applicant has failed to comply with these or other library regulations.

The maximum number of users of the library meeting rooms is as follows: large meeting room capacity is 60 persons; board room capacity is 12 persons; tutoring room capacity is 4 persons.

Granting permission for use does not, in any way, constitute endorsement by the Grand County Public Library staff or Board of Directors.  No advertisement, flyer, or media may claim or imply such endorsement.  Publicity for events not sponsored by the library must include contact information for the entity responsible for the program and must not include the library's contact information.  The library's name may only be used in reference to location, not sponsorship or affiliation. When the library is not sponsoring the meeting room program or event, any promotion must indicate that the library is not sponsoring or endorsing the program.

Any patron who has been denied the use of a meeting room by the Library Director can submit a written appeal within 30 days of receiving the Library Director’s decision.  The appeal will be reviewed by the Grand County Public Library Board of Directors at their next regularly scheduled Board meeting.
 
 Adopted June 6, 2002 and revised/re-approved by the Grand County Public Library Board of Directors on 8/10/2006, 7/9/2008, 8/18/2010, 6/22/2011, 7/12/2012, 9/12/2013, 10/23/2014, 10/22/2015, 3/29/2017, 5/24/2022, and 5/24/2023.