Meeting Room Application Form

Applications must be submitted a minimum of 72 hours in advance of meeting.  Meetings after hours begin at 6:30PM Tuesday-Friday and 4:30PM on Saturdays.

All required fields must be completed.

Important! Please read and mark “Yes” to verify that the applicant understands these terms.

Filming, Photography and Recording Policy

Filming and photography are allowed as described below only to the extent that they do not interfere with the mission of the Rampart Library District (RLD) or delivery of library services. RLD is within its rights to limit filming and photography on library properties or inside facilities when such restrictions serve library purposes. Foremost of these is insuring the right of RLD patrons to acquire knowledge and information, or utilize equipment and services, freely and confidentially without scrutiny, intimidation, or distraction by others. Consistent with the policies of public libraries, RLD may film, photograph, or record library use in any capacity for promotional purposes at its discretion.

Guidelines

• Photography, recording or news media coverage of private and “reservation only” events may only be done with permission of the organization or individual holding the event. It is the sole responsibility of the photographer or recorder to obtain that permission.
• News media photographers and reporters must receive authorization from the presenting group or individual. RLD undertakes no responsibility for obtaining these releases. News media photographers and reporters who are doing projects that involve the library operations, activities, patrons, and facilities should seek advance approval from the Director or a designee.
• RLD will permit the use of its facilities for filming projects where a library setting is applicable if the project does not interfere with the mission of RLD, avoids any relation to political campaigns or partisan issues, and a written request with all details is approved by and coordinated in advance with library administration. Fees to be determined by the Director or a designee apply for using the library as a set, or if upon approval, filming is done after hours.
• Library staff may terminate any photo, filming, or recording session that appears to compromise public safety or security, or which violates RLD policy.
• Failure to obtain permissions is failure to comply with RLD’s Patron Code of Conduct Policy.
• RLD engages in photographing, filming, or recording activities for its own publicity and promotional purposes. If a patron does not inform staff that they, or a minor under their care, should not be filmed or photographed, their use of the library as a public space constitutes implied consent.

Concerns about the Filming, Photography, and Recording Policy must be presented in writing with specifics to the Library Director. Please provide your name and contact information. The Library District may amend or supplement this policy from time to time and reserves the right to do so.

Approved 12/10/2019. Revised 12/13/2022, 03/11/25.

Important! Please read and mark “Yes” to verify that the applicant understands the RLD Filming, Photography and Recording Policy.

By submitting the application the above group or organization agrees to abide by the Meeting Room Policy of the Rampart Library District. This form certifies that the group/organization will be responsible for any damage sustained to the Library premises, furniture, or equipment caused by the use of the Meeting Room or for any additional custodial services required if the room is not left in the condition in which it was found. Applicant hereby waives all claims and recourse against the Rampart Library District, its trustees, officers, employees and agents including the right to contribution for loss, damages or injuries or property arising from, growing out of, or in any way connected with or incident to this agreement and use of the meeting room, except claims arising from the sole negligence of the Rampart Library District, its trustees, officers, agents and employees. Applicant shall indemnify, hold harmless, and defend the Rampart Library District, its trustees, officers, agents and employees against any and all claims, damages, injuries or other losses arising out of the use of the Meeting Room. By marking Yes, the applicant agrees to these terms.