I. Purpose

The Cedar Rapids Public Library has four rooms designated for use by groups for meetings of twelve or fewer persons. The following guidelines have been approved by the library board. The library board neither approves nor disapproves of program content, topics, subject matter, or points of view of groups using the meeting rooms. The rooms are not available for sectarian or religious services, private parties, or regularly scheduled meetings or classes.

II. Eligible Users

Meeting rooms are available for use by the following groups, with preference given at all times to library-sponsored programs:

1. Cedar Rapids Public Library departmental services
2. Library-related groups (support and professional)
3. Departments of city and county government
4. Non-profit organizations (civic, cultural, educational, scientific)
5. Business and professional organizations (profit and non-profit - see rules below concerning sale or solicitation of goods or services)
6. Individuals meeting for the purpose of studying or discussion

III. Reservations

Meeting rooms may be booked in advance. Reservation forms are available at the Information Center, main floor, downtown library. Telephone reservations will be accepted by calling 398-5123.

Information regarding meeting room availability may be obtained by telephone. Each reservation must include the name, address, and phone number of the person who will serve as the group's contact concerning the use of the room and who will be responsible for the condition of the room following use. Reservations for meeting rooms that include the use of library equipment should be made at least three days in advance.

IV. General Rules Governing Use of Meeting Rooms

1. Meeting rooms may be used only during the normal hours the library is open.
2. Smoking is not allowed.
3. Room capacities must be observed.
4. The library is not responsible for accidents, injury, loss or damage to the private property of individuals or organizations. The library board, staff, and the city of Cedar Rapids will not be responsible for the property of individuals or organizations meeting in the library or for storage of materials.
5. Meeting room users may not offer items or services for sale while on library premises, solicit orders for goods or services, or engage in other fundraising activities.
6. As a rule, the user is expected to leave the room in an orderly and acceptable condition with all personal property removed and trash placed in receptacles provided.
7. Damage incurred to library property will be the responsibility of the person or group reserving the meeting room, and costs will be billed accordingly. If more than routine cleaning is necessary the person or group will be billed accordingly.
8. There will be no paging of individuals attending meetings in the library except in cases of extreme emergency. Messages may be left at the Information Center desk for individuals to pick up. A pay telephone is available in the lobby.
9. All advertising and public notices of events to be held in meeting rooms must carry a clear statement of organizational sponsorship.
10. The library reserves the right to determine whether a proposed use of facilities is appropriate and to give or withhold permission for such use.
11. No group or organization may reassign use of the facilities to another.
12. No special set-ups of chairs or tables will be done in meeting rooms.

Adopted 11/29/90; revised 02/27/92, 12/02/99, 02/05/04, 12/01/05