Meeting Room Information
Fill in the Meeting Room Application form HERE.
Applications must be submitted a minimum of 72 hours in advance of meeting. Please read the Meeting Room Policies and Procedures before applying.
Meeting Room Sizes and Capacities
Woodland Park Public Library:
| Meeting Room | Size | Capacity |
|---|---|---|
| Large Meeting Room | 1410 square feet | 74 people (chairs/no tables) |
| Colorado Room | 500 square feet | 15 people |
| Board Room | 210 square feet | 12 people |
| Rotary Terrace | 600 square feet | NA |
| Small Meeting Rooms | 64 square feet | 6 people |
| Studio | 64 square feet | 3 people |
Florissant Public Library:
| Meeting Room | Size | Capacity |
|---|---|---|
| Large Meeting Room | 1296 square feet | 86 people (chairs/no tables) |
| Board Room | 210 square feet | 12 people |
Policy Statement
Rampart Library District (RLD) provides open access to information, including ideas and the free expression of different points of view. RLD recognizes the Library Bill of Rights, Article 6, which states: “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. By allowing the use of the meeting rooms, RLD does not sponsor or endorse the views, purposes, programs, or activities of any group or individual.”
Requirements
- Reserving parties must be 18 years of age or older to reserve space.
- Library staff will have access to any meeting room at any time, except for rooms sealed during polling times.
- RLD reserves the right to terminate a meeting for any reason, and may cancel or refuse meeting room use at any time.
- The reserving party agrees to conduct its meeting in an agreeable and orderly manner.
- Meeting room users may not violate any law.
- Meeting room activities must not disrupt library use or operations.
- Reserving parties must enforce meeting room capacities.
- The library may deny subsequent use of any room to groups that violate RLD policies and regulations.
- Only the large meeting rooms at the Woodland Park and Florissant Libraries are available for reservations outside of usual operating hours.
- Meetings will not be scheduled on holidays during which the libraries are closed.
- Neither groups nor individuals who reserve rooms may store items at the library.
- Neither the name nor address of RLD or its branches may be used as the official address or headquarters of a group or organization, with the exception of Rampart Library District Foundation and the Friends of the Florissant Public Library.
- RLD will charge for cleaning, repairs, or replacements due to damage.
- Smoking is not allowed in any part of the library at any time.
- Alcohol consumption is not permitted except for special events approved by the library board with a 60-day prior written notice.
- Firearms are not allowed in meeting rooms.
- Reserving parties must comply with the Americans with Disabilities Act.
- Reserving parties are responsible for setup, teardown, and cleanup of rooms, including storage of chairs, tables, and equipment. They must return the furnishings to the original configuration at the close of the event.
- Meetings must be adjourned, and rooms cleaned, closed, and locked by the end of the reserved time.
Priority for Use
- RLD activities have first priority.
- Meetings are scheduled in the order in which applications are received.
- The libraries are designated as polling places. Meetings may be rescheduled and canceled, with fees refunded if a conflict with polling requirements occurs.
Use Fees
- There is no fee for use by government agencies, non-profit groups, community groups (clubs, collectives, and groups with common interests), and library affiliated groups.
- For Profit and Commercial Groups:
| Large Meeting Room | $50/Hour |
| Rotary Terrace | $50/Hour |
| Board Room | $25/Hour |
| Colorado Room | $25/Hour |
| Small Meeting Rooms | $10/Hour |
3. Social Events (Wedding, Showers, Birthday Parties, Funeral, etc.):
| Large Meeting Room | $50/Hour |
| Rotary Terrace | $50/Hour |
4. Use outside of normal operating hours will require a $100 deposit.
Concerns about the Meeting Room 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.
View the Meeting Room Calendars
Meeting Room Procedures
Applications
- Complete the application online. Applications must be submitted a minimum of 72 hours in advance of the meeting. Once the application is received it will be reviewed and space availability confirmed. Notification will be emailed to the applicant.
- Meeting rooms will not be officially reserved until payment has been made. Meeting room fees will be refunded if the room reservation is cancelled as least two business days in advance of the meeting. Notification of less than two business days and no shows will not receive a refund.
- The person receiving the room accepts responsibility for proper use of the room and must be present at time of use.
- If a reserved room is not in use within 30 minutes after the meeting start time, the library has the right to cancel the reservation and use for other purposes with no refund to the reserving party.
Priority Use
- Rampart Library District activities have priority in the use of the meeting rooms.
- The libraries are designated polling places. Meeting rooms may be rescheduled and cancelled and fees refunded if a conflict with polling requirements occurs.
- Rampart Library District will schedule meeting room reservations in the order in which it receives applications.
- Meetings may be rescheduled up to one year in advance.
Meeting Room Use
- Use of the kitchenette and coffee maker must be requested in advance. The stove/oven, microwave, and refrigerator nay be used to prep light refreshments or light luncheons that involve no cooking. Groups must provide their own coffee, filters, and condiments. If a caterer is to be used, the booking time should include any time needed by the caterer.
- Library hours of operation at both libraries are available on our website at the bottom of the page.
- An event planned for the Rotary Terrace at Woodland Park Public Library may have to be cancelled in the event of inclement weather unless the large meeting room at WPPL is also booked as a backup. Both the Rotary Terrace and the large meeting room at WPPL should be booked at the same time if a backup is desired.
- Equipment available at no charge: whiteboard, screen, tables, chairs, podium, projector and microphone. The library may allow use of its audiovisual equipment with prior arrangement.
Concerns about the Meeting Room Procedures 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 these procedures from time to time and reserves the right to do so.