Meeting Room Policies

It is the policy of the East Routt Library District to allow organizations and groups to use library meeting rooms when those facilities are not needed for activities sponsored in whole or in part by the Library District. Such permission is revocable and does not constitute a lease. Permission to use a meeting room of the Bud Werner Memorial Library does not imply endorsement of the aims, policies, or activities of any group or organization.

Eligibility for Use of a Meeting Room

Permission to use a library meeting room may be granted to for-profit, private, or non-profit groups and organizations.

Groups using library meeting rooms must not use advertising and publicity that implies that their programs are sponsored, co-sponsored or approved by the Library. Groups using Library meeting rooms must indicate the sponsoring organization on all publicity materials. Organizations may not use the Library’s name or address as their own address or headquarters location. Attendance must not exceed posted limitations established by the Library District and the Fire Marshal.

Priority Use of Meeting Room

Library sponsored events are given priority for use of the Meeting Rooms.  Thereafter, rooms may be reserved on a first come, first served basis.

NOTE: No same day reservations, please. 

Hours of Use

The meeting rooms shall be available only during normal business hours of the Library with exception of Library Hall which may be used outside of normal business hours.

A key to access Library Hall for use of the space before or after library business hours, if needed,  will be issued to the renter no more than two days prior to the event, and the key must be returned to the library no more than two days after the event. If the key is not returned the Library reserves the right to retain the key deposit.

Conditions for Use

The East Routt Library District may impose conditions for the use of its meeting rooms to ensure that public or private property is not damaged through use of its facilities and to ensure that the comfort, convenience, safety, or welfare of the public or the library staff is not disturbed. Unlawful activity shall not be permitted in meeting rooms or on library premises. Such activity shall be a basis to deny current and future use of East Routt Library District meeting rooms by groups or individuals violating this policy. The Library reserves the right to terminate a meeting in progress if Library staff deems the meeting to be disruptive to library operations.

The Library District reserves the right to revoke or modify permission to use its meeting rooms or to modify conditions imposed on the use of those rooms, where necessary, to adapt to the library’s primary purpose or the operational needs of the library. The District further reserves the right to deny applications for use based on the availability of space, the number of users as specified in the application, the potential for disruption of library operations, potential health hazards, frequency of use, or requests for space by other groups or organizations.

The Federal Copyright Act (Title 17 of the U.S. Code) requires that a public performance license must be obtained for public presentation of a movie or other copyrighted work. The East Routt Library District requires this license to be acquired by persons or organizations wishing to present a movie or other copyrighted performance and submit the license to the Administrative Support Coordinator prior to the event. A site license for a public performance at the Bud Werner Memorial Library facility does not imply Library sponsorship of the performance or Library affiliation with any organizations or persons scheduling the public performance.

The Library District does not provide babysitting or daycare services. Children are not to be left unattended in the library while parents attend meetings.

Parking in the Library parking lot is restricted to two hours and is under the jurisdiction of the City of Steamboat Springs Code Enforcement. All-day parking is available at the Stockbridge Transit Center.

Security & Key Deposits

A security deposit of $100.00 is required for use of Library Hall for all non-library sponsored events.  The deposit will be returned after the use of the room if the room is left clean and undamaged. If the room is left unclean or damaged, the deposit will be forfeited and the user will be responsible for any costs incurred above the deposit to return the room to its original state. A key/access fob deposit of $20.00 is required and will be refunded when the key/access fob is returned.

Light refreshments may be served in any of the meeting rooms, and coffee service may be arranged at the renter’s expense through the Coffee Bar located within the library by indicating desire for that service when submitting reservation request.

Food may be served in Library Hall but not taken to other areas of the Library. Groups or organizations using a meeting room are responsible for picking up refuse and leaving the room tidy. Groups will be charged for damage to rooms or furnishings beyond normal wear and tear. Storage for the property of the organization or individuals is not provided.

Library Hall

When renting Library Hall the renter assumes full responsibility including set up, take down, and clean up of Library Hall. Upon the end of the event all trash must be taken out to the dumpsters located on the southeast side of the building. The trash cans also need to be replaced with new liners which are located in the kitchen. The kitchen area must also be cleaned. Do not leave any leftover food in the kitchen and make sure to wipe down the counter areas as well as the stove, sink or microwave if it is used. We also ask that you sweep the areas which have been used upon the end of your event. In addition to these cleaning duties all equipment used needs to be returned to its appropriate space in  clean condition. These duties may be performed the morning after your event as long as it has been previously arranged with library staff. All lights need to be turned off upon exiting and lock up of the building.

Smoking is not permitted.

Alcohol

Liquor may be served in Library Hall only, and is subject to applicable state laws and City ordinances. Refer to The City of Steamboat Springs Resource Guide for Alcohol Beverage Service.  A Certificate of Insurance is required.

Liability

If alcohol will be served, a Certificate of Insurance showing $500,000 general liability coverage for Non-Profit and Private groups is required, and $1,000,000 general liability coverage for For-Profit groups is required for use of Library Hall. Contact your homeowner’s or commercial insurance agent to obtain this certificate. The East Routt Library District should be named as additional insured on the certificate.

The Library District and its staff assume no responsibility or liability for the safety of persons attending events not sponsored by the District, for their personal effects, or for any rented or borrowed equipment or material.

As part of the reservation request to use Library Hall, the group or organization shall agree to indemnify the District against any actions or suits undertaken in relation to use of the District’s meeting room and facilities. Please download and submit the East Routt Library District Liability Statement at the time of requesting a reservation for Library Hall at least 72 hours prior to use of the room. The form may be submitted in person, mailed, or faxed (970.879.3476 FAX) to the attention of Carolyn Peters, or signed with electronic signature and e-mailed to cpeters@steamboatlibrary.org.

Multiple Reservations

Permission to reserve the Small Meeting Room and Library Hall may be granted to groups and organizations for a single meeting on a non-recurring basis. Outside groups are limited to a maximum of six bookings per year which may be made up to six months in advance. Although renewal applications may be submitted, prior use of library meeting rooms shall not automatically entitle applicants to future use.

Right of Appeal

Denial or grant of an application, or modification of permission already granted, may be appealed to the Library Director by any person adversely affected. The Director, in compliance with this policy, also may overrule any decision granting, denying, or modifying permission to use a library facility. Any decision by the Director in the above instances may be appealed to the Library District’s Board of Trustees by any person adversely affected. All appeals shall set forth in writing the basis of the appeal and shall include a copy of the application.

Approved by the Board of Trustees 05/28/09
Amended October 26, 2011

Use Fees for Library Hall

Fee Total in reservation system includes sales tax of 5.75%. Sales tax is added to all fees unless your organization is tax exempt. If tax exempt submit a copy of the tax exempt certificate. All payments for the reservations must come directly from the organization.

Library Hall 218 Hourly charge Daily Charge Refundable Deposit Key Deposit
Non-Profit Registered Entity (Fees and taxes waived) $25/hr   $100 $20
Private Use $50/hr   $100 $20
For-profit / Public Use $80/hr   $100 $20
P/A System $25 Flat Fee    
P/A System with wireless mic. $50 Flat Fee    
Piano $25 Flat Fee    
Digital Projector $25 Flat Fee    
DVD Player $25 Flat Fee