MEETING ROOM GUIDELINES

Please read the guidelines before reserving a room.

Meeting rooms are free for non-profit, community and for-profit/business groups regardless of their beliefs or affiliations. If you have questions or would like to schedule an after-hours reservation, contact us.

Please check in with a staff member when you arrive to confirm your reservation.

1. Minimum attendance for meeting rooms is 7. Maximum attendance (15-178) depends on the size of the room reserved. Groups fewer than 7 may use unoccupied meeting room spaces for up to three hours at a time on a walk-in basis: check in with a staff member onsite to reserve the space.
   • Patrons or groups with fewer than 7 people are limited to a maximum of three hours of reservable space per day across all library locations. This includes any combination of study rooms and meeting rooms. Once this time limit is reached, patrons are welcome to use non-reserved spaces until needed by another group.
2. Meeting Rooms may be booked for a maximum of 40 hours per month per group.
3. Meeting rooms are available on a first-come, first-served basis. They may be booked in advance online or by calling 303-LIBRARY (303-542-7279).
4. Groups should notify Arapahoe Libraries 24 hours in advance to cancel. If a group has not arrived or called to report a delay within 30 minutes after the scheduled time, staff may allow others to use the room.
5. Meeting room reservations can be made up to 60 days in advance.
6. After-hours reservations are available at most Arapahoe Libraries locations. After-hours reservations can be made by calling 303-LIBRARY (303-542-7279) by persons aged 12 and older.
   • The library and library staff will be unavailable after closing, but you will have access to your meeting room in addition to the restrooms.
   • After-hours meeting users should plan to be self-sufficient since library staff will be unavailable. After-hours reservations must begin at least 30 minutes prior to the library closing, so you should plan to use that time to set up the room and ask any questions of staff.
   • All meetings must end by 10 pm. The building will be secured at 10:15 pm and an alarm will sound after that time if the doors are opened
   • The library will not be accessible after regular closing hours. You must check in with staff prior to the library closing or you will not have access to the meeting rooms after hours.
7. Meeting rooms may be booked by persons of any age.
8. Light snacks and covered drinks are allowed in the meeting rooms. Tobacco products and alcohol may not be used anywhere in the library.
9. Only signs that are 8 ½ x 11 are allowed to be posted and they can only be posted by the meeting room(s).
10. All groups are responsible for setup and cleanup. Facilities must be left in a clean and orderly condition. Users must pay costs for repair of any damage incurred. Arapahoe Libraries is not responsible for materials or equipment left in the meeting room by the users.
11. Occasionally, groups may be asked to change the time or the place of their meetings to accommodate library programs. Some libraries are designated polling places. Meeting rooms may be rescheduled if a conflict with library programs and/or polling requirements occurs. Groups are given as much notice as possible.
12. Permission to use meeting rooms does not constitute endorsement by Arapahoe Libraries or Board of Trustees. No advertisement or announcement implying such endorsement will be permitted. Arapahoe Libraries, at its sole discretion, reserves the right to revoke meeting and study room privileges at any time.
13. Any advertisement or announcements regarding reservable spaces may not include the Arapahoe Libraries logo or suggest co-sponsorship and needs to contain the following 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."

Catering

Need snacks for your meeting? Light catering options are available for events hosted at Smoky Hill and Koelbel libraries.