Meeting Room and Study Room Policy

Reserve a Meeting or Study Room

Boulder Public Library District (BPLD) provides open access to all forms of educational, cultural, and recreational information including ideas and the free expression of all points of view. In keeping with these principles, BPLD provides meeting spaces for members of the local community to present and exchange views on subjects of all kinds.

Meeting and study rooms are available at no charge to all nonprofit, community and for-profit business groups, regardless of their beliefs or affiliations. Granting permission to use library facilities does not constitute endorsement by the BPLD, its staff, or the Board of Trustees. No advertisement or announcement implying such endorsement is permitted.

Meetings, workshops, and events scheduled to occur in the library, which are not co-organized by library staff and community partners, are not eligible to receive promotional or other support from library staff, or to use resources beyond the provision of the room and access to the equipment and furniture in the room. Please include the following statement on any/all promotional materials, including, but not limited to, signs/posters, flyers/mailings, press releases, online promotions, etc.:

“This event is not sponsored or endorsed by Boulder Public Library District. For more information, please contact [insert your organization’s contact information]. Access to free meeting rooms is a service of Boulder Public Library District.”

Meeting and Study Room Guidelines

Meeting and study rooms are provided during the library’s operating hours and are available for reservation and use by patrons. Reservations can be made online or by contacting library staff. Library programs and events have first priority on the meeting room schedule.

Meeting Rooms

• Rooms may be reserved for groups of five people or more.
• Groups are permitted to make reservations up to 16 hours per month. Set up and clean-up time must be included within the reservation time.
• Rooms may be booked up to 16 weeks in advance.
• Meeting rooms may be reserved by patrons 14 years or older. Patrons under 14 years of age using the meeting rooms must have an adult sponsor who reserves the room and is present during the scheduled meeting.
• The audiovisual equipment available in each room is listed here. Groups must provide their own laptop computer or electronic devices and are advised to bring their own HDMI or VGA cable and adaptors to connect to the meeting room equipment. The library offers HDMI or VGA cables and other adaptors for checkout as available. All technical support is the responsibility of the group. If assistance is needed to connect to the audiovisual equipment provided, a basic training session may be scheduled with a library staff member prior to the meeting.
• Groups may supply and serve refreshments in accordance with the Library Rules of Conduct.
• Detailed meeting room information, including capacity and equipment.

Study rooms

Study rooms at the Main Library, George Reynolds, Meadows, and North Boulder Libraries are available for drop-in use or by reservation. Reservations for two hours per day can be made online or by contacting library staff. Reservations can be made up to three weeks in advance. Persons of any age are eligible to make a reservation. Detailed study room information, including capacity.

Cancellations

Please cancel meeting or study room reservations you no longer need 24 hours prior to the reserved time. Reservations are considered forfeited if the individual or group does not show up within 15 minutes after the reservation time. Please refer to the email confirmation if you need to cancel a reservation for a study room or meeting room. If you no longer have your confirmation, please call the library to cancel your reservation.

The library reserves the right to cancel programs as needed for a conflict with a library program or any weather, health, or safety-related issue.

Terms of Use

1. The Library Rules of Conduct apply to all persons using any meeting or study room.
2. Groups must limit attendees to the posted room capacity for safety purposes.
3. Groups must adhere to the reservation time permitted per month in the meeting room guidelines above.
4. Meetings must be held during the library facility’s operating hours. Meetings, including clean up time, must conclude ten minutes before the facility closing time.
5. Organizers are responsible for cleaning and straightening the meeting room after use and for returning furniture and equipment as it was found unless the organizer has made prior arrangements agreed to by staff.
6. All trash and recyclable items must be deposited in the proper receptacles.
7. Event materials may be posted or distributed at the meeting room entrance or on the designated community bulletin board only.
8. Events must be free of charge. Attendees may be invited to donate to the individual or organization online only. Ticket sales or donations required for attendance are not permitted.
9. Books are the only items permitted for sale during events. The organizer is responsible for all transactions, licensing requirements, sales and use tax reporting and payments.
10. No storage is provided for groups using the library, and the library is not responsible for anything left in the building.
11. Movies shown or recordings played must have the appropriate public performance rights. Obtaining the license and all applicable fees are the responsibility of the group. Proof of public performance rights shall be provided to the library manager prior to the event date.
12. The library is a public space. In accordance with the mission, groups are encouraged to use the meeting rooms. If the meeting is not advertised as being “open to the public,” groups using the meeting rooms have the right to limit attendance. However, library staff members cannot be expected to enforce or ensure the privacy of any meeting.

Boulder Public Library District, at its sole discretion, reserves the right to revoke meeting or study room reservations and privileges at any time or to refuse future bookings to groups that historically fail to appear on scheduled meeting dates or who do not abide by the meeting room terms of use or library rules of conduct. The library reserves the right to take photographs of events for its own records and for future promotional materials.

Adopted by the Boulder Public Library District Board of Trustees, May 14, 2024.