Meeting Space Policy and Terms of Use

Denver Public Library Meeting Space Policy

As an expression of its mission to create welcoming spaces where all are free to explore and connect, the Denver Public Library provides meeting spaces in the Central Library and branch libraries. While spaces are designed primarily for Denver Public Library programs and use, meeting spaces may be reserved by customers for programs and meetings on a first come first served basis. These spaces may be used by members of the community for the presentation and exchange of information and opinions of all kinds. The library makes these spaces available on equitable terms to all persons and groups, regardless of opinion or affiliation. By making a meeting space available, the library does not sponsor or endorse the views of any group using the space. The library may not be identified as a co-sponsor of a meeting without prior approval. The library is not responsible for personal items or equipment and does not supervise the actions or activities of sponsors, presenters nor any person utilizing the space. Approved by the Library Commission, October 17, 2024.

The Denver Public Library welcomes groups and organizations to reserve meeting spaces free of charge at branch library facilities and requires users to comply with the Denver Public Library Meeting Space Policy, Library Use Policy, Terms of Use and Guidelines.

The Library Commission serves in the role otherwise provided by a library board of trustees in other jurisdictions under applicable law. In accordance with Section 24-90-122(2), Colorado Revised Statutes, this Meeting Space Policy complies, at a minimum, with the following standards:

A public library serves as a center for voluntary inquiry and the dissemination of information and ideas;
The public has the right to access a range of social, political, aesthetic, moral, and other ideas and experiences through a public library;
Each library resource is provided for the interest, information, and enlightenment of the community and should present diverse points of view in the collection as a whole;
A public library shall not exclude a library resource because of the ethnic origin, ethnic background, or gender identity of those contributing to the creation of the library resource or because of the topic addressed by the library resource or the opinions expressed in the library resource;
A public library shall not proscribe or prohibit the circulation or procurement of a library resource because of partisan or doctrinal disapproval of the library resource;
It is the responsibility of a public library to challenge censorship in the fulfillment of its responsibility to provide information and enlightenment;
A public library shall consider the perspectives of marginalized groups, including those identified in Section 22-1-104(1)(a), Colorado Revised Statutes;
For a public library that provides facilities to the public, the library shall make the facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use; and
A public library shall prohibit discrimination based on age, background, political or religious views, origin, disability, race, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, or ancestry in the selection, retention, display, use, or reconsideration of library resources and public meeting spaces.

Community Rooms Terms of Use

Community Rooms are for the community to reserve for the presentation and exchange of information and opinions of all kinds during normal library hours.

The library reserves the right to review each prospective use and determine whether that use falls within the Denver Public Library Meeting Space Policy, Library Use Policy, Terms of Use and Guidelines and to terminate use if violations occur.
A permanent library card is required to use the community room. eCards may be used for requesting a reservation. Minimum attendance for community room reservations is four people up to the capacity of the room.
Please account for extra time for all community room setup, take-down, and cleanup in your reservation. The room will be available at the start of the reserved time.
A representative from the reserving group is required to check in with library staff both when they arrive and when they are finished in the space.
No person or group may assign its reservation to another person or group. Cancellations will be accepted from the original applicant only. Organizations or businesses within the City and County of Denver may apply for a Group/Business card, which then allows any member in possession of the card to check out materials and make reservations.
Community rooms can be reserved up to 60 days from the present day and up to 24 hours in advance.
To ensure fair access and effective use of resources, customers can make up to four reservations per calendar month.
Guidelines are subject to change.

Study Rooms Terms of Use

Study Rooms are intended for small groups or individuals to use for a space to use during normal library hours.

The library reserves the right to terminate use if violations of the Denver Public Library Meeting Space Policy, Library Use Policy, Terms of Use and Guidelines occur.
Study rooms can be reserved online and in person at the library up to seven days in advance.
Reservations are available on a first come, first served basis and are required to use a study room.
Default booking duration for a study room is one hour. However, study rooms may be reserved in time slots ranging from 15 minutes to two hours.
Study rooms can be reserved for up to two hours per day per group or individual. Being part of a group counts towards this limit.
A valid email address is required to reserve study rooms.
There is a capacity limit to each study room, and such capacity limit must be followed at all times.
Please check in with a staff member within 15 minutes of reservation start time or the reservation will be automatically canceled.
There is no time buffer between reservations. Study rooms must be vacated at the end of a reserved time slot in order to allow the next customer access.
Guidelines are subject to change.

Additional Details and Guidelines

Private parties (baby showers, wedding showers, birthday parties, memorial services, wakes, retirement parties, graduation parties, etc.) are not permitted in community and study rooms.
First priority in scheduling the use of meeting spaces is reserved for library services. The library may preempt any reservation for library use. In the event of a cancellation, library staff will notify the responsible party with as much prior notice as possible and will coordinate with the responsible party for acceptable alternative arrangements, if possible.
Meeting Spaces may not be reserved or used for programs that would disturb library customers, impede library staff, endanger the library building or interfere with functions of the library.
Organizers may charge for admission to the programs they present in meeting spaces they reserve with prior confirmation and approval from library staff. Sales of related books, music and/or products are permitted and all such sales and the payment of any applicable taxes are the sole responsibility of the booking organization.
Equipment, supplies or personal effects cannot be stored in the library’s facilities before or after use.
Reservations at branch library locations are available during normal hours of operation.
All reservation times include all room setup, take-down, and cleanup, and there will be no guaranteed access to the meeting space until the start of the reservation. All meeting spaces must be clean and vacated at the end of the reserved time.
If a reserved meeting space is not in use 15 minutes after the meeting start time, the library will make the room available to other individuals or groups.
Tables and chairs are included with the reservation.
AV equipment may be available at some locations. Time may be scheduled with the staff in advance to test the equipment in the community room.
Technology support is not available.
Free public wifi is available at all Denver Public Library locations.
Light refreshments may be served (coffee, doughnuts, cookies, fruit, etc.). Simple box lunches, prepackaged food and catered food with a valid catering license are allowed.
Due to fire regulations, open flames are not allowed, which includes cooking or warming food in meeting spaces.
A cleaning fee may apply.
Signage is not allowed outside of the meeting spaces. Signage inside the meeting spaces may not be affixed to any surface.
Please include the following statement on all promotional materials, including, but not limited to, signs/posters, flyers/mailings, press releases, online promotions, etc.: “This event is not sponsored by Denver Public Library. For more information, please contact [insert your organization’s contact information]."
The library reserves the right to deny future meeting space use based upon (but not limited to) reservation no-shows, remaining in community room beyond the reserved time, documented misuse of the community room or damage or mess left from use of the community room.
Library staff or representatives may enter premises at any time and on any occasion.'
Guidelines are subject to change.

Commitments

By the execution below, the applicant personally and on behalf of any group/organization/individual (the “Group”) listed above, expressly agrees to strictly comply with the following terms and conditions governing use of the requested meeting room and library premises and further understands and acknowledges that he/she and/or the Group shall be liable to City and County of Denver (the “City”) and the Denver Public Library Commission (the “Commission”) for any failure to comply with these terms and conditions:

The Group shall use and occupy the room only in a manner consistent with the use or activity described above.
The Group shall use and occupy the room in a safe, careful and respectful manner, so as not to injure any persons or damage any property in, on or near the room or surrounding library premises.
The Group shall not do any act or suffer any act to be done during use or occupancy which will in any way mar, deface, alter, injure or damage any part of the room or library premises.
The Group shall use and occupy the room only in a manner that complies with all applicable Municipal, State and Federal laws, ordinances, executive orders and rules and regulations.
The City and the Commission shall not be responsible for any Group property while on library premises and the Group hereby releases and discharges the City and the Commission from any and all liability or damages associated with the occupancy or use of the library premises.
Immediately upon demand, the Group shall pay the cost of any and all damage to the library premises, or loss or theft of property done or caused by the Group or any of its officers, agents, employees, guests or invitees.
The City and its employees are exclusively authorized to manage and control all library premises and, as such, shall establish and enforce any further rules as may be attached hereto or provided to the Group prior to occupancy or use of any meeting room.
The City reserves the right to enter any reserved meeting room at any time and for any purpose and further reserves the right, although do not assume a duty, to eject any objectionable person or persons from the library premises. The Group or any guest or invitee does hereby release and discharge the City and the Commission from any liability or damages associated with the exercise of City authority.
The Group shall defend, release, and indemnify the City and the Commission from all damages, costs, expenses and losses arising out of any liability or claim of liability for any injury to any persons or property sustained or claimed to have been sustained by reason of the use or occupation of the meeting room by the Group or by any act or omission of the Group or any of its officers, agents, employees, guests or invitees during or associated with such use of occupancy; provided however, that the Group need not indemnify the City or the Commission from damages proximately caused by the sole negligence or willful misconduct of the City and the Commission.

I, the applicant, further understand and acknowledge that the City and the Commission are relying upon the representations and commitments contained herein in accepting this reservation and in the event the applicant is without the necessary authority to bind the Group to the terms and conditions set forth herein he/she shall be personally liable to the City and the Commission for all obligations and duties of the Group specified herein.