Meeting Room Reservations

**TO PLACE A RESERVATION: READ THE FOLLOWING POLICIES AND GUIDELINES, THEN ACCEPT THE TERMS AT THE BOTTOM. THANK YOU!**

Meeting Room Policy:

As a public institution, the Arapahoe Library District provides open access to all forms of educational, cultural and recreational information including ideas and the free expression of all points of view. In keeping with these principles, the Arapahoe Library District provides meeting room space for members of the local community to present and exchange points of view on subjects of all kinds.

The meeting rooms are available at no charge to all nonprofit, community and forprofit/business groups, regardless of their beliefs or affiliations. A fee will be charged to groups using the meeting rooms outside of regular facility business hours. The meeting rooms are not available for private parties or gatherings.

Library-sponsored programs take priority over nonprofit, community and for-profit/business groups.

Granting of permission to use library facilities does not constitute endorsement by the Arapahoe Library District Staff or Board of Trustees. No advertisement or announcement implying such endorsement will be permitted. The District, at its sole discretion, reserves the right to revoke meeting room privileges at any time.

Meeting Room Guidelines:

Meeting rooms are provided for the community at various Arapahoe Library District facilities during regular facility business hours. Each facility has equipment that is available for use.

Meeting room reservations are made on a recurring basis, four months at a time. Priority will be given to those who submit their applications online.

Minimum attendance for our meeting rooms is 7. Maximum attendance (32-200) depends on the size of the room reserved.

Applications

Applications will be processed on a first-come, first-served basis. Priority will be given to individuals who submit their applications online. The applications will be accepted in the following order of priority:

  • Online
  • Fax: 303-220-1651
  • Phone: 303-LIBRARY (303-542-7279), from 9 am to 9 pm.
  • In-person/drop-off during library hours
  • Mail

Since there is a high volume of requests, it is possible the online system will experience slowdowns. If the system is slow, we encourage patrons to try again in 5 to 10 minutes. We appreciate your patience and understanding. Please contact 303-LIBRARY (303-542-7279) with any questions.

Applications for one-time use can be submitted anytime during the designated four-month period; however, meeting room reservations cannot be confirmed until all library-sponsored programs have been scheduled. These applications are also handled on a first-come, first-served basis.

Permission to use facilities does not constitute endorsement by the Arapahoe Library District staff or Board of Trustees. No advertisement or announcement implying such endorsement will be permitted. The Library District, at its sole discretion, reserves the right to revoke meeting room privileges at any time. Any advertisement or announcements regarding your meeting needs to contain our disclaimer: "Granting of permission by the Arapahoe Library District to use library facilities does not constitute endorsement by the Library District Staff or Board of Trustees."

Only signs that are 8 ½ x 11 are allowed to be posted & only by the meeting room(s). All groups are responsible for setup & cleanup.

Fees

Meeting rooms are free for non-profit, community and for-profit/business groups regardless of their beliefs or affiliations. A fee will be charged to groups using the meeting rooms outside of regular business hours.

Meeting Room Displacement

Because meeting rooms are used for library programs as well; occasionally, groups may be asked to change the time or the place of their meetings to accommodate library programs. Groups are given as much notice as possible.

Groups should notify the facility 24 hours in advance if they cancel. If a group has not arrived or called the Library District to report a delay within 15 minutes after the scheduled time, the staff may allow others to use the room.

Some libraries are designated polling places. Meeting rooms may be rescheduled if a conflict with polling requirements occurs.

For more information about Arapahoe Library District meeting rooms, cancellations, or to report delays, please call 303-LIBRARY (303-542-7279).