806.1	The purpose of the Library's meeting rooms is to provide space for library programs and events, to fulfill the Library's role as a community center, where the public can attend informational, educational, cultural events and to champion the principle of intellectual freedom by providing a forum for the free exchange of ideas. One meeting room provides the community a connection to the Iowa Communications Network (ICN).
806.2	Rooms are available to non-profit corporations (defined as those entities granted tax-exempt status by the IRS under section 501(c)(3) or other tax exempt sections of the Internal Revenue Code), a candidate’s campaign committee (as defined in Iowa Code §68A.102(5)), a political committee (as defined by Iowa Code §68A.102(18), a non-profit group that provides appropriate contact information, a governmental subdivision, or a department/division/bureau of a governmental subdivision. Rooms are not available for use as a scheduled classroom or study space by educational institutions.
806.3	Use of Room D as an ICN interactive classroom will be restricted to authorized users as cited in Chapter 7, Section 751--7.6(8D) of the Administrative Rules adopted by the Iowa Telecommunications and Technology Commission. Hourly costs for the ICN connection will be billed to the user based on current video rates set by the Iowa Telecommunications and Technology Commission.
806.4	Groups may have bookings only for a single meeting or for a brief series of meetings extending for no longer than two weeks at any one time. Rooms are not intended for a group's regular meeting place or for multiple day exhibitions or displays. Exceptions may be granted when Room D is requested for use as an ICN site.
806.5	There is no fee for the use of library meeting rooms, but groups will be charged for labor and materials to cover the cost of resetting the room, damage or extraordinary room clean up that results from use (minimum charge: $25).
806.6	Sale of anything other than items which promote the mission or goals of the Iowa City Public Library is prohibited in all meeting rooms and the lobby.
806.7	Admission may not be charged for any events in library meeting rooms except for fundraising events sponsored by the Library or Friends Foundation that benefit the Library. An exception is that charges to recoup actual cost of food and materials are acceptable on a case by case basis as authorized in advance by Library staff.
806.8	Groups or activities eligible for meeting room use may, by advance arrangement and for specified time periods, set up a table in the library lobby subject to space availability.
806.9	The Library neither approves nor disapproves of content, ideas or subject matter presented in meeting rooms and does not accept responsibility for ensuring accuracy or that all points of view are represented.
806.10	Events scheduled in Meeting Room A or when A, B, and C are used in combination must be open to the public. All events in meeting rooms are subject to public notice. Meetings scheduled in Meeting Rooms B, C, D, and E need not be open to the public.
806.11	Meeting rooms will be available for use during the hours the library is open. Meetings in Rooms A, B, C, and D may begin before opening and end up to 1½ hours after close by prior arrangement except on holidays when the Library is open. Evening meetings in Rooms A, B, C, and D must start at least one hour before the library closes and all meeting attendees must be in the lobby or meeting rooms when the Library closes. Meetings in Room E are limited to library hours only.
806.12	Simple refreshments may be served in the meeting rooms provided the room is left in the condition it was found and users bring their own utensils and supplies.
806.13	Meeting room users must follow all applicable City codes. Smoking is prohibited in all areas of the Library, including meeting rooms, lobby and vestibules. No alcoholic beverages are allowed on the premises. No lit candles or open flames are allowed.
806.14	The Library Board of Trustees or the City of Iowa City are not responsible for accidents, injury, or loss of individual property incurred by groups or individuals while using the meeting rooms or lobby.
806.15	Users of equipment, the control booth, or the ICN connection must reserve equipment in advance and provide valid identification and sign a statement of responsibility.
806.16	Library programs and events take priority over non-library bookings, but advance reservations will not be cancelled without prior notification of at least eight weeks.
806.17	This policy shall be administered by the Library Director, or her/his designee, who is authorized to adopt rules to implement it. An exception may be granted for programs depending on room availability and staff resources.

Library Board of Trustees
Revised - 03/84
Revised - 09/86
Revised - 10/89
Revised - 03/91
Revised - 05/91
Revised - 02/96
Revised - 12/98
Revised - 01/02
Revised - 08/02
Revised - 09/02
Revised - 04/04
Revised - 04/07

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