Meeting and Study Room Policy

Meeting Rooms

General Guidelines

Meeting rooms at Siouxland Libraries are designed to meet general, non-commercial, informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, and seminars.

Prohibited uses:

• Raising money
• Commercial purposes
• Personal use including weddings, receptions, or parties
• Meetings for which a fee is charged
• Tobacco/vape products, alcoholic beverages, open flames, burning incense, and lit candles

Reserving Rooms

Reservations for meeting rooms can be made in person or by phone up to three (3) months in advance for use during library open hours.

Groups are limited to five reservations at any one location per month.

Setup and clean up should be included in the time needed for the event when making a reservation and is the responsibility of the individual, group, or organization. At the end of the meeting, the room must be left in the same condition as it was found.

The library is unable to store personal property, materials, equipment and/or supplies between meetings.

Groups shall vacate meeting rooms promptly upon the reservation end time to ensure the room is available for the next group. Meetings will end fifteen (15) minutes prior to the time that the library closes to the public.

The individual who reserved the room assumes responsibility for the group’s use of the room. Meeting rooms cannot be unlocked until the individual who reserved the room or established designee arrives.

The library reserves the right to deny use of its facilities and limit frequency of use so as not to interfere with regular use of the library.

Priority will be given to library programs. The library may cancel or move a reservation if the room is needed for library or City purposes. Organizations will be given advanced notice in these instances.

Using the Room

Responsible parties must arrive no later than fifteen (15) minutes after the booking start time or forfeit the use of the room to another group. Access to the room outside of the reserved time cannot be guaranteed.

Food and drink are allowed with the stipulation that the room users are responsible for cleanup. Group members are also responsible for the supervision of their children while using the room.

Library Endorsement

Permission to use the library meeting room does not constitute library endorsement of the group or the views espoused by the group.

Groups using the meeting room should clearly indicate in their advertisements and news releases who is sponsoring the event.

Study Rooms

General Guidelines

Siouxland Libraries’ study rooms are designed to be available on a widespread and equitable basis to individuals or small groups seeking a quiet study/group project or meeting space.

Individuals or groups using study rooms must adhere to the Siouxland Libraries Rules of Conduct and this policy.

Reserving Rooms Reservations can be made in person, by phone, or online up to one month in advance for use during library open hours. Reservations can be made for up to two (2) hours per session. If more time is needed, individuals shall ask library staff for an extension no sooner than thirty (30) minutes before the current reservation ends. Each extension can be made for an additional two (2) hours if no one else has reserved the space.

Individuals, groups, or organizations are not permitted to schedule back-to-back reservations.

Reservations made in advance must be approved by library staff. If a reservation is made online, staff will send email confirmation when a reservation is approved.

A library card is not required to reserve a study room; however, reserving a study room with a library card makes it more convenient for individuals to manage and track reservations.

Using the Room

Responsible parties must arrive no later than fifteen (15) minutes after the booking start time or forfeit the use of the room to another group. Access to the room outside of the reserved time cannot be guaranteed.

Study rooms will be released if a user leaves it unoccupied for more than fifteen (15) minutes.

Individuals, groups, or organizations who are unable to make their reservation should call the library to cancel. Any reservation not canceled with library staff is listed as a no show. Three (3) no-shows within a calendar year may result in a suspension of study room privileges for up to three (3) months.

The Library Director or their designee has authority to suspend an individual or group from using any Siouxland Libraries rooms.

Appeals Process:

An appeal may be made to the Siouxland Libraries’ Board of Trustees for the suspension of meeting room or study room privileges

1. An appeal to the Library Board must be in writing using the “Siouxland Libraries Combined Meeting Room Policy and Suspension Appeal Form.” The form must be submitted within ten (10) business days of the suspension decision. An appellant may request a printed form at any Siouxland Libraries location.
2. A decision will be made within ten (10) business days of receipt of the appeal. The appellant may attend the Library Board’s Appeal Hearing, but attendance is not required.
3. The Board’s written decision will be sent to the appellant no later than five (5) business days after the decision is made. The suspension remains in effect until the appeals decision is made.