LFPL Meeting Rooms - Meeting Room Policy
A. Library Mission
The Library’s mission is to provide the people of Louisville and Jefferson County with the broadest possible access to knowledge, ideas, and information and to support them in their pursuit of learning.
B. Intended Purpose
The primary purpose of the Library’s meeting spaces is to accommodate Library and/or Library Foundation programs and events. These activities take precedence over all other use of the meeting rooms.
When not in use by the Library and/or the Library Foundation, meeting rooms are available to the community, non-profit groups, individuals and organizations that are engaged in educational, cultural, civic, or charitable activities.
The Library is unable to reserve private meeting or study rooms, and does not host personal parties or celebrations. ALL MEETINGS MUST BE FREE AND OPEN TO THE GENERAL PUBLIC.
C. Non-discrimination
The Library does not discriminate in making its meeting rooms available on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, age or disability. Access is granted equitably, regardless of beliefs or affiliations of individuals or groups.
D. Reservation Requests
Reservations may be requested by accessing the online form, found here
The form may also be completed in person at the desired branch. A meeting room request form must be on file for any group or organization who reserves a meeting room. This form is to be updated each calendar year, at a minimum.
The Library reserves the right to deny any meeting room request if it is determined that the group, individual or organization has abused its past privileges while using meeting rooms as determined by LFPL authorities, including and without limitation: disruptive behavior, discriminatory or prejudicial actions, vandalism, theft, failure to clean a room or return a room to order, instances of no call/no show, and/or failure to exit the building on time.
E. Hours and Limits
All meetings must take place during regular Library hours of operation. All meeting rooms must be vacated thirty (30) minutes prior to closing.
All meetings should be reserved within three (3) days of the meeting date, and cannot be reserved more than three (3) months in advance.
Groups may reserve meeting rooms a maximum of one (1) time per week. Some meeting rooms may have additional
restrictions. More information is available here:
Meeting room information
Groups must alert the Library to cancelled meetings as soon as possible. Failure to arrive for a reservation may result in the denial of subsequent meeting room requests.
The Library reserves the right to cancel meeting room reservations, with as much notice as is feasible, to accommodate Library and/or Library Foundation sponsored programs and events. All efforts will be made to reschedule canceled reservations, and/or seek an alternative branch. Any necessary changes to meeting room location will be communicated as soon as possible.
Library meeting rooms cannot function as administrative offices or headquarters for any group or individual. No group or individual may use the Library as a permanent meeting space, advertise or promote as such, or use the Library as a mailing address or phone contact.
F. Financial Gain
THE USE OF LIBRARY MEETING SPACE FOR FINANCIAL GAIN IS PROHIBITED. Meeting rooms may not be used for sales or commercial purposes, for the solicitation of business, for current or future profit or financial gain, or for fundraising.
No admission may be charged, and no monies may be exchanged. No requests for donations may be made or fees charged on site. No goods or services may be promoted or sold on Library property. This includes promoting or sales by sample, pictures or descriptions. ALL MEETINGS MUST BE FREE AND OPEN TO THE GENERAL PUBLIC.
G. Rules of Behavior
Rules regarding the use of Library meeting rooms are a reflection of the LFPL Rules of Behavior, and as such apply throughout the Library system. These rules are in place to create a clean, safe, and inclusive environment that is comfortable for all. Please review the LFPL Rules of Behavior
The Library reserves the right to attend or monitor any meeting or event held in its facilities to ensure that the LFPL Rules of Behavior, and these meeting room policies herein, are upheld. Library staff and security must have free access to meeting rooms at all times.
H. Advertising and Publicity
Permission to use a meeting room does not constitute an endorsement by the Library of a program or any point of view expressed. Activities, purposes, objectives or opinions of groups must not be advertised or promoted in any ways to suggest they are sponsored, co-sponsored, or approved by the Library. The use of the Louisville Free Public Library logo is prohibited.
If publicity concerning the meeting is printed, circulated or displayed, it must include the statement “This meeting is not sponsored or endorsed by the Louisville Free Public Library.” This includes any postings on social media outlets, websites, or blogs.
Any phone number on the publicity must be that of the organization hosting the meeting, not the Library branch.
I. Tobacco and Smoking
All LFPL branches are tobacco and smoke free. Tobacco use and smoking are prohibited in meeting rooms or on any Library property. This includes cigarettes, chew or spit tobacco, e-cigarettes, and/or any vaping devices.
J. Set up and Clean up
The Library does not provide maintenance or custodial staff to set up furniture or to clean up after meetings. Please ensure that you have checked with the Library regarding furniture available for your meeting, along with all set up requests. Unless informed otherwise via written confirmation, groups must set the room themselves and clean up prior to leaving. All furniture should be returned to its original location.
K - Food Permission
Food permission requests will be granted or denied in writing. Light refreshments may be served during your meeting if a) you request to do so in writing and describe what you are intend to serve and b) the food and beverages are approved for Library spaces.
L. Technical Assistance
The Library does not provide technical staff to set up technology or assist with technology use during meetings. Please ensure that you have checked with the Library regarding any audio visual equipment you may wish to use in a meeting room prior to your meeting date and time.
M. Personal Property
The Library is not responsible for the loss or damage of equipment, supplies, materials, or other items owned by any group, organization or individual. The Library cannot provide storage for personal property.
N. Exceptions
Any exceptions to this policy must be approved in advance by the Library Director, and confirmed in writing.
O. Indemnification
All groups or individuals reserving a meeting room acknowledge that they understand and are in agreement with the following indemnification statement:
In consideration of the Louisville Free Public Library allowing me to use the facilities, I hereby waive and release the Louisville/Jefferson County Metro Government and its Louisville Free Public Library and their officers, agents, employees and volunteers from any and all claims or causes of action for injury, damage or loss to my person or property during my participation in the event.
I hereby further agree to indemnify, hold harmless and defend the Louisville/Jefferson County Metro Government and its Louisville Free Public Library and their officers, agents, employees and volunteers from any and all losses, claims, or causes of action for injury, damage or loss in any way relating to or arising from any incidence occurring during the event. This waiver and release is intended to be an express waiver of and release from any and all claims against the Louisville/Jefferson County Metro Government and its Louisville Free Public Library and their officers, agents, employees and volunteers arising from the event, including all claims or causes of action based upon the alleged negligence or gross negligence of the Louisville/Jefferson County Metro Government and its Louisville Free Public Library and their officers, agents, employees and volunteers.
I expressly agree that this Permission, Release, Waiver and Indemnification agreement shall be interpreted as releasing the Louisville/Jefferson County Metro Government and its Louisville Free Public Library and their officers, agents, employees and volunteers from all liability and claims to the fullest extent allowed by the laws of Kentucky.
