Eisenhower Meeting Rooms Policy

Purpose

As part of its community outreach service, the Mamie Doud Eisenhower Public Library provides meeting room space for library events, local government events, cultural, and educational community events, and other programs that directly impact or benefit the Broomfield community.  The rooms are not available for private social functions.

Who may use the rooms?

• The Eisenhower rooms are primarily for the use of the Mamie Doud Eisenhower Public Library, the City and County of Broomfield and other governmental agencies.
• The meeting rooms are also available on a first come first-served basis to residents of the City and County of Broomfield and others for nonprofit or business use.
• Non-Profit Use:  Individuals and organizations may use the rooms for non-profit educational, cultural and charitable purposes.  Fund-raising events sponsored by non-profit groups are considered business use.
• Business Use:  Individuals, groups and businesses may use the rooms for profit-making endeavors, fund raising activities, workshops and seminars.  Events or meetings that charge admission are considered business use except for those scheduled by government entities.
• In accordance with the American Library Association’s Library Bill of Rights and its interpretation pertaining to meeting rooms (see appendix), the library does not limit the use of the meeting room based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting’s sponsors.

• Contact the library administrative office at 720-887-2356.
• Tentative reservations may be held for two days.
• Confirmed reservations must be made in person during normal business hours.
• Full payment must be made at the time of the reservation.    
• Room set up is determined at the time of reservation. Set up changes or additions cannot be made at the time scheduled for use.
• Reservations must be made at least 48 hours in advance.
• Reservations will be accepted up to 2 months in advance.
• Up to six regularly scheduled meetings are allowed for any one group per year.

What is the cancellation policy?

• Full refund will be given up to 48 hours in advance of the scheduled meeting.
• The deposit will be forfeited for cancellations at less than 48 hours prior to the scheduled meeting.

What are the conditions for use?

• The noise level is consistent with the library atmosphere.
• The use of tobacco and consumption of alcoholic beverages on the premises is prohibited (in accordance with the City and County of Broomfield Code).
• Meeting rooms will remain accessible to library staff.
• The room, furnishings and equipment are left in good condition.
• A meeting scheduled later in the day needs to conclude 15 minutes prior to the library’s closing time.
• Meeting flyers and signs can be posted on the lobby bulletin board.  Please see the bulletin board policy for more details.
• Permission to use the meeting rooms does not imply the Library or City and County of Broomfield’s endorsement or sponsorship of any meetings, groups or beliefs.
• The Library and the City and County of Broomfield reserve the right to cancel or refuse any meeting for failure to follow the conditions of use.
• The Library and the City and County of Broomfield reserve the right to refuse use of the meeting rooms at any time.

Adopted by the Library Board on July 1, 2010.

Appendix - Eisenhower Meeting Rooms Attachment:  Specific Services and Charges

What rooms are available?

What hours are the rooms available?

• The Eisenhower room is available before or after these hours at the normal rental rate plus a $25 per hour surcharge.  
• When meetings are scheduled within the library’s operating hours, meetings must conclude 15 minutes prior to the library’s closing time.

Library Hours

What is the cost to use the rooms?

• The party reserving the room is financially responsible for any damages that may occur during the meetings, including any additional cleaning charges.
• Groups may be prohibited from future use of the meeting rooms if damage occurs.
• The meeting rooms will be left in the condition in which received.  The deposit will be mailed once the room has been inspected.

What equipment is available for use?

• Replacement is required if equipment is damaged.
• Consumable office supplies are not provided.
• Library staff is not available to run the equipment.
• Groups may bring their own equipment.

What is available in the Kitchen?

Sink                                                                Coffee Maker with three carafes
Dishwasher                                                    Microwave
Refrigerator                                                   Counter space & electrical outlets

Telephones 
Courtesy phones are available in the lobby.  There is also a pay phone outside the library main entrance.  Cell phone calls may be taken in the kitchen, the library lobby, or outside terrace.

Study Rooms

How are study rooms obtained?

• The study rooms are available on a first-come, first-served basis.

What are the conditions for use?

• The noise level must be consistent with the library atmosphere. Radios, stereos, and other music devices should be used with headphones.

• Lights must remain on in room while in use.

• Rooms left unattended will be relinquished.

• Whiteboard markers are not provided, but can be purchased at the reference desk.

• Covered drinks are permissible. However, food is not allowed in the library.

• The study rooms must be left in good condition.

• They are not intended to be an ongoing meeting place, nor are they intended to be a daily workspace.

• Permission to use the study rooms does not imply the Library or City and County of Broomfield’s endorsement or sponsorship of any meetings, groups or beliefs.

• The Library and the City and County of Broomfield are not liable for any loss of possessions.

• The Library and the City and County of Broomfield reserve the right to refuse use of the study rooms at any time.

What rooms are available for use?

Room Capacity

4 to 6 people

Amenities

Table, chairs, whiteboard, 2 data ports, and electrical outlets.

Adopted by the Library Board on November 18, 2004

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