Meeting Room Policy

PURPOSE:  

The Lansing Community Library welcomes using its small meeting room to patrons who agree to abide by this policy. The small meeting room can accommodate 4-6 people and is primarily for patrons needing a quiet area to work. However, when not in use for a quiet work area, the small meeting room is available for groups supporting the library’s mission to serve the community.

Open Access

The Lansing Community Library adheres to the American Library Association’s Bill of Rights, guaranteeing equal access to its facilities for all individuals regardless of their beliefs or affiliations. The use of the library meeting room is not an endorsement of policies or beliefs, and advertising must not suggest otherwise.

Meeting Room Usage

1. The library's meeting room is open to patrons on a first-come, first-served basis.
2.  If the patron is more than fifteen minutes late without informing the library staff, the reservation is forfeited.
3. Library staff have the authority to limit a single user's time in the meeting room.
4. The use of the meeting room may only occur during regular business hours.
5. No fees are charged for study room use.

Eligible Organizations (in priority order):

1. Library and the City of Lansing Programs
2. Library Related Groups (such as Friends of Lansing Community Library)
3. Patrons needing a quiet work area
4. Civic, School, and nonprofit groups presenting meetings of public interest
5. Other groups not included above and not specifically excluded in the Lansing Community Library Small Meeting Room Policy

Commercial, for-profit organizations or individuals are not allowed to reserve/use the study room unless the purpose of the meeting is training for the organization’s employees.

In the event a question arises regarding the eligibility of any group requesting use of the meeting room, the library director will be consulted. The library director will have final authority in granting or refusing permission to use the library’s meeting room.

Reservations

General Process:

1. Submit a completed “Meeting Room Request” form which can be found on the website, myLIBRO app, or at the circulation desk.
2. Library staff confirm study room availability and suitability.
3. Confirm approval of the reservation
   1. The requestor must obtain confirmation of the reservation before they can consider the room available for their use.
   2. Submission of the request does not guarantee approval of the request.
   3. The library will provide a confirmation of approval (or denial) of the reservation within 1 business day.

Meeting Room Cancelations

1. Cancelations will be communicated to the library staff as soon as possible.
2. The library reserves the right to cancel an existing reservation in support of other library programs. Such cancelations are very rare. If they occur, the library staff will make every attempt to contact the individual who made the reservation to provide notice as early as possible and to work through rescheduling.
3. If the library closes due to circumstances beyond staff control, the library staff will make a reasonable attempt to contact the reservation requester as soon as possible to notify them of the situation and attempt to find a reasonable opportunity to reschedule. These circumstances include but are not limited to inclement weather or facility issues. 
4. Library closures will be announced through the library website, social media sites, and City messaging. Signs will be posted at the library entrances if the Library closes after it has opened.

Other

1. This policy does not apply to Library sponsored programs.
2. Reservation times should include the time required to set up and clean up.
3. The person who reserved the use of the meeting room may be held responsible for any damages.
4. The library respects the privacy of organizations and will not share with the public information pertaining to a room reservation (e.g., organization name, contact info, etc.)

Basic Rules of Use

1. Before using the meeting room at the library, the individual should notify a Library employee at the circulation desk.
2. Patrons using the rooms are responsible for maintaining order. Appropriate conduct consistent with library's Patron Behavior Policy is expected as a condition of room use.
3. All illegal activities are prohibited.
4. Use of drugs, alcohol, and tobacco products is prohibited.
5. No admission fees may be charged by those using the room.
6. Glitter and confetti are not allowed.
7. Food or drinks without lids are not permitted.
8. Activities that impede the function of the library are prohibited.
9. Library staff should not be expected to assist with room configuration or technology issues.
10. The meeting room must be returned to the condition it was in before it was used.
11. Library staff shall always have access to the room. Every attempt will be made to respect the privacy of the group using the room.

The Lansing Community Library, the City of Lansing, its staff, advisory board, or agents shall bear no responsibility whatsoever for personal injury to any member, affiliated person, guest, invitee, or licensee of the using organizations, its members, affiliated person, guests, invitees, or licensees.

Non-Compliance with This Policy

Failure to comply with the meeting room use policies or rules may result in denial of future use of the meeting room, financial liability for damages, and/or immediate removal from the room.

PREPARED BY:                                       

/s/__Terri Wojtalewicz_________________________ _               

Library Director

Approved by Lansing Community Library Advisory Board

Created:  November 28, 2017; Implemented: January 8, 2018; Revised: September 26, 2023

END OF POLICY STATEMENT