Revised and re-adopted by the Louisville Public Library Board of Trustees,
September 28, 2011.

PURPOSE

The Louisville Public Library has two meeting rooms available. When not previously booked by a Library or other City-government group, the rooms are available for use by:

RESERVING A ROOM

• Reservations are on a first-come, first-served basis.
   
• An application is required for each scheduled meeting; staff will review the application, determine approval or rejection, and confirm the availability of a meeting room.
   
• Applications must be signed and returned before the scheduled meeting is held.
   
• The applicant representing the group using the room accepts personal responsibility for damage or loss to Library equipment and furnishings, and must be in attendance at the scheduled meeting.
   
• The Library reserves the right to cancel the use of a meeting room at any time; in the event of a scheduling conflict, every attempt will be made to reschedule a group’s event.
   
• In the event of cancellation, the applicant is required to give at least 48 hours notice. Permission to use a meeting room does not constitute an endorsement by the Library of the group's beliefs.

ROOM RESERVATION FEE

    Nonprofit Groups

• Use of meeting rooms is free to residents of Louisville and Superior.
   
• For all other parties, a fee of $25 per hour—or portion thereof—will apply.

   For-profit Groups

• Use of meeting rooms is reserved for businesses located in Louisville and Superior.
   
• A fee of $45 per hour—or portion thereof—will apply.

   All Users 

• The total fee is to be paid by cash, check, or credit card (Visa, Master Card, American Express, and Discover) at time of check-in for the meeting.
   
• If a group occupies a meeting room beyond their stated time, additional payment will be required.
   
• Future meeting room use will be denied until all fees are paid and current.

CONDITIONS OF MEETING ROOM USE

1. Non-City-government  groups are required to check in at at either the 1st floor Circulation Desk (for Meeting Room use) or the 2nd floor Information Desk (for Board Room use) prior to the start of their meeting.
    
2. The meeting rooms can be used for any Library sponsored events.
    
3. The rooms cannot be used for events where admission is charged. The meeting must be open to Library staff and the general public. 
    
4. A reservation may be made no more than 60 days in advance and a group is limited to one meeting in a 30-day period.
    
5. Group members will not be allowed in the Library prior to opening and must leave by the times stated below.
   
   The meeting rooms are available:
   
   

   MON–THUR:	10:00am – 7:30pm
   FRI & SAT:	10:00am – 5:30pm
   SUN:	1:00pm – 4:30pm

   
     
6. The first-floor meeting room chairs and tables are set in a default setting (see posted diagram). If furniture is rearranged, the group is required to return it to its default position when the meeting is over. All trash must be placed in the appropriate wastebasket/recycling/composting container. Whiteboards must be erased and cleaned; whiteboard cleaner and paper towels are available in the meeting rooms.
    
7. Request to use the Library audiovisual (A/V) equipment must be arranged by calling 303-335-4815 at least 72 hours prior to the meeting, or at the time of application, whichever is sooner. An agreed-upon time will be arranged to familiarize the responsible party with the A/V equipment (e.g., laptop hookup, LCD projector, control panel touch screen).
    
8. Catered box lunches can be served in the meeting rooms. Light refreshments (beverages and snacks) may be served. All food and drink must be kept within the meeting room. Beverages With Red Or Purple Dye Are Not Permitted (e.g., Hawaiian Punch, grape juice, grape soda, etc).
    
9. If furnishings or equipment are damaged, repair or replacement will be determined by the Library director, and the responsible group will be billed for repair or replacement. If excessive cleaning is required by the Library’s custodial service, the group will be billed for that excessive cleaning.
    
10. The Library will not store items for groups and will not be held responsible for items left behind.
     
11. Under City ordinance, smoking is not allowed in the building or within 15 feet of the building.
     
12. The fire code limits seating capacity to 70 people in the first floor room (Meeting Room) and 30 people in the second floor room (Board Room).
     
13. Children must be supervised by responsible adults.
     
14. Applicant must sign in and sign out at the designated information desk (first floor for Meeting room, second floor for Board Room).
     
15. Failure to observe these policies is grounds for denial of future meeting room use.

Meeting Room Policy and Application (PDF) 

Call Library Administration @ 303-335-4815 to inquire about
meeting requirements and room availability.
 
NOTE: Applications are processed Monday through Friday.
Please allow 2-3 business days for application processing.