Eagle Public Library
Public Meeting Rooms Policy
Adopted by the Board of Trustees, July 16, 2021
Introduction
The Board of Trustees of the Eagle Public Library make the Library’s Meeting Room, Conference Room, and Study Rooms available to the public to further the Library’s stated mission. In making such space available, the Library Board aspires to meet the principles set forth in the American Library Association’s Library Bill of Rights. The booking of a meeting space does not imply library endorsement of the content and speakers of meetings held in the Library.
Rooms Available, Equipment and Fees
The following rooms are available for public use:
- Meeting Room : maximum capacity is ninety-six (96) people, audio/visual available
- Conference Room : Maximum capacity is twelve (12) people, audio/visual available
- Study Rooms : maximum capacity is two (2) people. Individuals requesting a study room must be at least fourteen (14) years of age and the requesting user must remain present during the period of usage.
Room use priority is as follows:
- First priority: Library and City of Eagle sponsored events
- Second: Official library support groups
- Third: all other individuals and organizations
Rooms are available during normal library operating hours. Events held outside of normal business hours are subject to an hourly rental fee as indicated in the City of Eagle’s Fee Schedule. All fees are non-refundable.
To reserve either the Meeting Room, Conference room, or a Study Room, visit the library’s website or contact the Library no more than sixty (60) days of the desired reservation date. Study Rooms are also available on a first-come, first-served walk-in basis.
Potential room users are encouraged to visit the premises in person to see the available rooms. Equipment will be set up and handled by Eagle Public Library staff only; library staff are available to set up audio/visual equipment as staffing allows. Advanced notice is required.
Room Use Guidelines
When not needed for use by the Library or for use by official library support groups, all rooms are available on a first-come, first-served basis.
All meetings must be open to the public without charge. Except for Library-sponsored or co-sponsored events, booking organizations or individuals may not charge admission fees, fundraise or collect donations before, during or after meetings. Off-site admission fees or pre-payment to attend a meeting are not allowed. It is understood that legitimate dues and membership fees do not constitute admission fees.
Meetings may not disturb the normal operations of the library nor pose a safety hazard. Persons attending the meetings are subject to all library rules and regulations including the Code of Conduct Policy. Illegal weapons are not permitted on the premises. In compliance with Idaho Code, smoking is prohibited in all parts of the library, including the meeting rooms. Possession or consumption of alcohol on the library grounds at a non-library sponsored event is prohibited.
Permission to use the meeting rooms does not constitute an endorsement by the Library of the group’s policies or beliefs. The Library may require a statement on any publicity confirming this.
The Library’s approval is required in advance for all publicity and items to be distributed at a meeting in which the public is in attendance. All news releases, publicity or advertisements relating to any program or meeting held in either the Library’s Meeting Room, Conference Room, or Study Rooms shall clearly state the name of the sponsoring organization or individual and shall not imply that the program or meeting is sponsored by the Library unless the Library has formally agreed to co-sponsorship. Use of the library’s logo on non-sponsored programs is prohibited.
All displays and brochures for the meeting will be contained within the meeting room. No signage or will be allowed in the public area of the Library, including the Library’s lobby. Temporary directional signs may be posted in the lobby (once approved by the Library Director or designee).
The sale, advertising, solicitation or promotion of products or services is not allowed in the Library’s Meeting Room, Conference Room, or Study Rooms.
Meeting Room and Conference Room use requests are restricted to those 18 years and older. Individuals requesting a Study Room must be at least fourteen (14) years of age and the requesting user must remain present during the period of usage.
The Meeting Room and the Conference Room may not be booked for use by the same guest or group more than four times per rolling quarter.
None of the rooms may be used for parties, weddings, memorial services, or the like
Use of the Study Rooms is limited to one two-hour session per day per user. If no one is waiting to use the room, the user may continue to occupy the room until its use is requested by another guest.
Study Rooms may be reserved once per week per individual.
Damage done to the facility or furnishings will be billed to the Contact Person indicated on the registration form.
- Beverages are allowed in the Meeting Room, the Conference room, and the Study Rooms.
- Food is allowed only in the Meeting Room; food is not allowed in the neither the Conference Room nor the Study Rooms.
- Activities involving items such as (but not limited to) glue, paint, glitter, or other substances which are difficult to clean when spilled are allowed only in the Meeting Room. Such activities are not allowed in the Conference Room nor in the Study Rooms.
The Library’s Code of Conduct applies to all users of the Meeting Room, the Conference Room, and the Study Rooms. Also, as neither the Conference Room nor the Study Rooms are soundproof, users may wish to consider refraining from discussing sensitive issues.
All users are responsible for complying with the provisions of the Americans with Disabilities Act, which requires that a meeting or materials at a meeting be provided in an accessible format in response to a request.
The Library reserves the right to refuse or revoke permission to use any meeting room for violations of the Library Code of Conduct or the Public Meeting Rooms Policy.
Liability
Groups or individuals using a meeting room are responsible for all damages to any property of the City of Eagle resulting directly or indirectly from the conduct of any member, officer, employee, agent or guest of the group.
All meeting room users agree to hold harmless the City of Eagle and the Eagle Public Library from and against any and all liability which may be imposed upon them or either of them for any injury to persons or property caused by the organization or any person connected with the meeting.
The City of Eagle and Eagle Public Library assume no responsibility for any property placed in the Library in connection with a meeting; and the City of Eagle and the Eagle Public Library are hereby expressly released and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained by reason of use of either the Meeting Room, Conference Room, or Study Rooms.
Amendment of Rules
The Library Director is authorized to establish reasonable regulations governing use of the various public meeting rooms and related fees. Based upon information contained in the application, the Library reserves the right to decline requests to use either the Meeting Room, Conference Room, or Study Rooms requests that do not meet the spirit of this policy.
The Library reserves the right to cancel any reservation due to unforeseen circumstances, including those which reasonably cause the Library Director or designees to view the meeting as likely to materially and substantially interfere with the proper functioning of the Library or likely to create excessive noise or a significant safety hazard.
The Eagle Public Library Board of Trustees reserves the right to review and amend this policy at any time.