MEETING ROOM POLICY STATEMENT (as stated below) [pdf]
APPLICATION FOR THE USE OF A MEETING ROOM [pdf]

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Lakewood Public Library Meeting Room Policy
Policy Statement

Lakewood Public Library maintains a number of venues for Library-sponsored programs in accordance with its mission to bring people of all ages, circumstances and interests together for shared experiences, both enlightening and entertaining.

When no Library-sponsored programs are scheduled, these venues are available to individuals and organizations who seek to further the Library's mission along the same lines. The limited supply of reservations for these venues will be distributed on a first come, first served basis at no charge. All applicants will be held to the same standards.

The Library director shall be responsible for the fair and equal administration of this policy.

Guidelines for public use of meeting rooms:

1. All applicants must be at least 21 years of age and possess a valid Lakewood Public Library card.
2. Applications must be submitted to the Customer and Automated Services Department, either in-person, by letter, by fax or through e-mail at least two weeks in advance of the proposed event.
3. Venues may be booked up to three months in advance.
4. The Main Library's Auditorium, Multipurpose Room and Meeting Room and the Madison Branch's Auditorium and Meeting Room may be available for scheduling. The Main Library's Front Porch and Children's Activity Room are only available for programs sponsored by the Library.
5. All meetings held in the Library must be open to the public and free of charge. No entrance fees may be charged, no donations or dues may be solicited, and no purchases may be required. Exceptions are made only for the Friends of Lakewood Public Library and the Lakewood Public Library Foundation on special occasions.
6. No banquets, dances, reunions, parties, showers, weddings, private social functions, for-profit training sessions, sales or promotional meetings are permitted.
7. Political rallies are not permitted on Library property. Campaign activities for individual candidates or ballot issues, whether pro or con, are likewise prohibited. An exception is made for ballot issues initiated by the Library to promote its mission.
8. Food and beverages shall not be served without written permission of the director.
9. Smoking is strictly prohibited, along with candles, incense, matches, lighters and open flames.
10. Use of a venue may not interfere with the normal functioning of the Library or other Library events. Applicants are expected to advise their guests to abide by all of the rules of the Library, especially regarding loud discussion and disruptive noise anywhere on the premises.
11. Adult supervision is required for all groups under the age of 18 years.
12. Furniture may not be rearranged.
13. No posters, flyers, decorations or other items may be affixed to the walls, the doors or other Library property.
14. In promoting an event on Library property, groups and individual applicants must refrain from implying Library sponsorship.
15. Arrangements for use of the projection screen must be made in advance of the meeting. (Please note: Applicants must supply their own projection equipment and operator.)
16. In the event that a scheduled event is cancelled, the applicant shall inform the Library as soon as possible.
17. The Library reserves the right to reassign venues and cancel use of venues in the event that Library needs or sponsored programs require it.
18. The Library assumes no liability for injuries, damage to property or loss of personal belongings for people and organizations making use of a Library venue. The applicant and organization agree to release and hold the Library harmless from any claims, actions or liabilities arising directly or indirectly from individual or organizational use of a Library venue. In the event that personal injury, loss or damage to property occurs through venue use, the organization's representative is expected to report the incident immediately to the staff member in charge of the building so that an Incident Report may be properly completed.
19. Programs must finish and the venue must be vacated 30 minutes before the Library closes. The building must be vacated promptly at closing.
20. The Library retains the right to deny a venue to any organization or individual that cannot comply with the above terms.
21. Failure to comply with public venue policy or rules may result in the loss of privileges, including immediate termination of the event by authorized Library personnel.
22. The applicant making the reservation must be present at all meetings to ensure compliance with library policies by all participants.

Policy Adopted by the Board of Trustees
March 13, 2008
Revised
September 11, 2008
Revised
June 10, 2010
Updated
October 20, 2010