Revised and re-adopted by the Louisville Public Library Board of Trustees,
February 24, 2010.

Purpose

The Louisville Public Library has two meeting rooms available. When not previously booked by a Library or other City group, the rooms are available for use by organized, non-profit groups which offer philanthropic, educational, or cultural programs. The rooms are not intended to serve as a permanent or regular public meeting location except for Library or other City groups.

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 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.
   
• 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.
   
• Notice of cancellation is requested no less than 48 hours prior to the event.
   
• Permission to use a meeting room does not constitute an endorsement by the Library of the group's beliefs.

Room Reservation Fee

• 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.
   
• The total fee is to be paid by cash or check at time of application approval.
   
• 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 room reservation fees are paid and current.

CONDITIONS OF MEETING ROOM USE

• Non-City groups are required to check in at at either the 1st floor Circulation Desk or the 2nd floor Information Desk prior to the start of their meeting.
   
• The meeting rooms can be used for any Library sponsored events.
   
• The rooms cannot be used for events where admission is charged or for commercial purposes.
   
• The meeting must be open to Library staff and the general public.
   
• The meeting rooms are available:
  
  

  MON–THUR:	10:00a – 7:30p
  FRI & SAT:	10:00a – 5:30p
  SUN:	1:00p – 4:30p

  
  Group members will not be allowed in the Library prior to opening and must leave by the times stated above.
   
• The 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 former position when the meeting is over. All trash must be placed in the appropriate wastebasket/recycling container.
   
• 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.
   
• Catered box lunches can be served in the meeting rooms. Light refreshments (beverages and snacks) may be served. All food or drink must be kept within the meeting room.
   
• The Library will not store items for groups and will not be held responsible for items left behind.
   
• Under City ordinance, smoking is not allowed in the building or within 15 feet of the building.
   
• 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).
   
• Children must be supervised by responsible adults.
   
• Users must notify a Library staff member when the group has left the meeting room.
   
• 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.