Government, local business, and community groups engaging in civic, educational, fraternal, cultural, intellectual or charitable activities, regardless of the beliefs or affiliations of the groups, may reserve the use of library meeting rooms when rooms are not needed for activities sponsored in whole or in part by the Library. In order to reserve a meeting room, the responsible party must have a Pitkin County Library card in good standing. There is no charge for use of rooms; however, a security deposit of $200 is required for use of the William R. Dunaway Community Meeting Room. A meeting room reservation may be requested in person or through the Library’s website.
Permission to use a meeting room does not imply Library endorsement of the aims, policies, or activities of any group or organization. No advertisement or announcement implying such endorsement will be permitted. Groups using Library meeting rooms must indicate the sponsoring organization on all publicity materials.
Permission to use a meeting room is revocable and does not constitute a lease.
Social events not sponsored in whole or in part by the Library are not permitted; nor are private parties or receptions. Examples of such excluded events are birthday parties or wedding receptions.
Government and non-profit groups may only charge reasonable admission fees or request donations, or sell merchandise, upon the prior approval of the County Librarian or designee.
Permission to use a meeting room will not be granted to commercial groups to sell any material or service or promote future sales. Commercial groups allowed to use a meeting room shall be limited to those doing business in Pitkin County.
Meeting rooms may be used for political candidate forums if all candidates are invited to attend and the forum is sponsored by a non-partisan group.
A group may reserve the William R. Dunaway Community Meeting Room a maximum of 10 times per year. Reservations may be requested up to 6 months in advance, but a minimum of 1 week prior to a proposed meeting time is required. Groups are only allowed to hold 2 pending reservations at any time.
The William R. Dunaway Community Meeting Room may be reserved in advance by adults only (18 years or older.) A responsible adult supervisor must be in attendance during all times that minors are present in the meeting spaces during the period of reserved use.
Please notify the Library as soon as possible in the event of a meeting cancellation. Failure to notify the Library of a cancellation may jeopardize an individual’s ability to reserve rooms in the future.
The Library reserves the right for staff to attend any meeting held in its facility.
The Library reserves the right to deny applications for any use that is potentially disruptive, or that may pose a threat to the health and community welfare. This is based on the availability of space, the number of users as specified in the application, the potential for disruption of library operations, potential health hazards, security threats, or frequency of use. The Library reserves the right to deny use of its meeting room to any group that violates, or has in the past violated, the Library’s policies.
The County Librarian or designee may overrule any decision granting, denying, or modifying permission to use a library facility.
The Library reserves the right to terminate a meeting in progress if library staff deem the meeting to be disruptive to library operations or a violation of this meeting room policy.
A security deposit of $200 is required for use of the William R. Dunaway Community Meeting Room for all non-Library sponsored events. If the room is left unclean or damaged, or if the room has not been cleaned and vacated before the conclusion of the reserved time period, the deposit will be forfeited and the user will be responsible for any costs incurred above the deposit to return the room to its original state. Tables, chairs, and equipment must be neatly stacked in the meeting room closets, and the kitchen area must be cleaned according to posted guidelines.
No storage is provided for the property of organizations or individuals using the Library, and the Library is not responsible for any items left in the building.
The Library does not provide babysitting or daycare services. Children are not to be left unattended in the Library while parents attend meetings.
Only approved low tack tape may be used in the meeting spaces. Nails, tacks, or staples may not be used on walls or furniture.
All technical support is the responsibility of the group booking a meeting room.
The person completing the application for the use of the William R. Dunaway Community Meeting Room must indicate the available equipment needed during the period of reserved use on the written agreement required to reserve the room. The room is equipped with a flat screen monitor, a digital projector and screen, and microphones and speakers. Groups must provide their own laptop computer or electronic devices to connect to the meeting room equipment. The individual signing the use agreement will be required to schedule and receive training from a qualified staff member in advance of the meeting on the appropriate use of the library equipment, lighting, and sound systems.
Unless advance arrangements have been made for use of the William R. Dunaway Community Meeting Room outside library hours, that room must be cleaned and vacated 15 minutes prior to closing. Special permission must be granted by the County Librarian or designee to use the room outside normal library hours. Permission to use the room outside normal library hours must be requested at least one week in advance of the date of the proposed meeting. In no event will use be allowed earlier than 7:00 am or later than 10:00 pm.
Requests for use of the William R Dunaway Community Meeting Room imply agreement to the terms and conditions of this meeting room policy.
The applicant shall procure and maintain insurance against claims for injury to persons or damage to property which may arise from or in connection with the use of the Dunaway Meeting Room. Insurance coverage shall have limits of liability not less $1,000,000, each occurrence with a $1,000,000 aggregate. An umbrella and/or excess liability policy may be used to meet the minimum liability requirements. Proof of insurance shall be given to the Library upon request.
The use of alcoholic beverages or other controlled substances is prohibited unless special permission is granted by the Library Board of Trustees. The reservation request process must be initiated at least 60 days prior to any such event. Compliance with the requirements of any and all applicable state and local licensing authorities must be demonstrated. Liquor liability coverage is required with a minimum limit of $1,000,000 each occurrence, and proof of such insurance must be provided to the Library.
All applicants intending to dispense or otherwise make alcoholic beverages available shall provide a bartender or other person who is not part of the event or function to dispense alcoholic beverages and this person shall be TIPS trained and certified by a local law enforcement agency. Alcoholic beverages are restricted to the meeting room.
The library has three small meeting rooms that can be used free of charge by patrons. Reservations made for small meeting rooms are limited to one-two hour session per day. The small reservable meeting rooms may be requested up to 6 months in advance of the date needed, and only 2 pending reservations may be held at any time. These rooms may be reserved by individuals aged 13 years or older.
Small meeting rooms are each equipped with a flat screen monitor. Groups must provide their own laptop computer or electronic devices to connect to the meeting room equipment. 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.
Small meeting rooms are only available during normal business hours of the Library and must be vacated 15 minutes prior to closing.