Meeting Room Policy

WOODBURY PUBLIC LIBRARY MEETING ROOM POLICY

Beginning June 4, 2021, Library Meeting Rooms will be available in accordance with the policy stated below.   

It is the policy of the Woodbury Public Library to provide meeting space for the community as a free public service for non-commercial, non-profit purposes only, giving preference to library-sponsored programs and official City of Woodbury meetings and or functions. Use of the library meeting rooms by commercial or for profit groups and/or individuals shall be denied. In accordance with the American Library Association’s Bill of Rights all meetings or programs taking place must be open to the public. Click here for a Meeting Room Application.

The Library also offers two Quiet Study rooms which may be used for educational tutoring or personal studying. However, no payment for tutoring services may take place with the Library premises. Use of the quiet study rooms may be reserved up to three weeks in advance and shall be restricted to patrons ages 18 or older, with the exception by the Director’s discretion.

Use of our larger meeting rooms, if granted, shall be at no charge. Meetings will not be restricted to any particular group. Library meeting room use will not be denied to any person or organization because of race, creed, color, national origin, sexual orientation or identity, or because of religious or political affiliation. However, all meetings or programs taking place must be open to the public.

If permission for the use of the meeting room is denied, the applicant may appeal to the Library Director, if the Director further denies permission and the applicant is dissatisfied with the reasons offered, an appeal may be made tot he Woodbury Public Library Board of Trustees, whose decision will be final.

In the event that the Library closes due to emergency or inclement weather, the organization that reserved the room will be contacted via phone. Notifying attendees of the meeting cancellation is on the onus of the group or organization who reserved the room.

Use of a meeting room may be reserved up to six months in advance and is provisional upon the organization’s agreement to abide by the following rules and regulations.

Regulations

  1. The meeting rooms are available during Library hours only, with exception at the Director’s discretion only.
  2. After 30 minutes, a group forfeits its reservation if it fails to appear as scheduled. If a scheduled meeting is canceled, the Library must be notified immediately. Failure to do so may be cause for denial of further use of meeting rooms by the reserving organization.
  3. The Library may limit or deny usage to groups that exceed the desired space’s capacity.

The Meeting Room Capacities as assessed by the City of Woodbury’s Fire Marshall are as follows:

  • Study Room A or B – 4 people
  • Library Board Room – 12 people
  • Library Gallery – 25 people
  1. While using the meeting rooms, no admission may be charged; no products or services may be advertised, solicited or sold. Groups using the Library meeting rooms must not use advertising and publicity which imply that their programs are sponsored, co-sponsored or approved by the Library, unless written permission to do so has been previously given by the Library Director. The Library will not answer any questions about the reservation on behalf of the organization except to state that it is open to the public.
  2. Nothing may be attached to Library walls or doors. No tape, glue, tacks, nails etc., may be used. Each group using a meeting room shall be responsible for any damage or excess cleaning or repairs made necessary by the group. The full costs of repairs and/or excess cleaning will be charged to the group.
  3. All meetings must end and meeting room vacated 10 minutes prior to the Library closing.
  4. No refreshments are allowed in the meeting room, with exception at the Director’s discretion only. Smoking, alcoholic beverages and open flames are strictly permitted on Library property.
  5. Organizations using the meeting rooms are responsible for setting up their desired seating and table arrangement and should accommodate for set-up and break-down time in their reservation. Before leaving, each group is responsible for arranging the room back to its original configuration.
  6. Groups using a meeting space shall provide the name, address and phone number for the group, as well as a contact individual, prior to use a reservation being granted. If reserving a room over the phone, the organization will be given seven days to complete the appropriate paperwork.
  7. Groups must provide their own supplies; the Library is not able to provide supplies or equipment with the exception of a laptop and use of the Library’s projector, which is subject to availability and must be requested at the time of reservation.
  8. Adult supervision of minors (those under 18 years old) is required at all times.
  9. Organizations using a meeting room are responsible for providing additional ADA accommodations such as assistive listening devices, auxiliary aids or an interpreter if needed.
  10. All groups must adhere to the Rules Governing the Library. In the event a group or organization is disruptive to other patrons or does not obey the Rules Governing the Library and the Meeting Room Policy, the organization may be asked to leave the Library and/or be denied future reservations.

Liability

  1. The Woodbury Public Library, the City of Woodbury, their agents and employees shall not be held responsible for any personal injury or personal property loss or damage, which may result during or due to Library use by a non-Library group.
  2. The Library reserves the right to review details of each booking request, and may deny use if it is deemed to be a safety hazard or disruptive to normal library use and its patrons.
  3. A disclaimer statement must be included on any promotional materials or announcements in a minimum of 10 point type. The disclaimer shall read “the views and opinions of the [Insert organization name] does not reflect the views and opinions of The Woodbury Public Library.” The words “Located at:” shall precede the name and address of the Library.

Closure of Meeting Rooms

In the event of a community wide health emergency, the Library reserves the right to close all meeting spaces and quiet study rooms to the public. The Library will make every effort to contact individuals or organizations with advanced appointments.

Click here for a Meeting Room Application.

Revised and Adopted by the Woodbury Public Library Board of Trustees, July 13, 2020.