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Library Use After Hours Policy

Library Use After Hours Policy

 

Policy Statement

Spies Public Library provides opportunities for community groups and organizations to use its facilities outside of regular operating hours in a safe, well-managed, and responsible manner. All after-hours use must be approved in advance by the Library Director and comply with Library policies, staffing requirements, and facility guidelines. Eligible users assume responsibility for attendee conduct, care of library property, and any associated costs. This policy ensures equitable access to library spaces while protecting the safety of patrons and staff, and it will be reviewed periodically by the Library Board to maintain effective facility management and service to the community.

Purpose

The purpose of this policy is to establish clear guidelines for community groups and organizations seeking to reserve library spaces outside of the Library’s regular operating hours. This ensures the safety of participants, availability of appropriate staffing, and responsible use of library facilities.

 

Policy Details

 

Eligibility

Library spaces may be requested for after-hours use by community groups, nonprofit organizations, educational institutions, government agencies, and other approved entities.

Advance Notice Requirement

All after-hours reservation requests must be submitted at least 14 days in advance. Requests submitted with less notice may be denied due to staffing constraints.

Approval Process

1. ) Submission of Request

Groups must complete the Library’s After-Hours Space Request Form, including:

  • Event date and time
  • Expected attendance
  • Description of activities
  • Staffing or equipment needs

2.) Director Review

  • All after-hours reservations require approval from the Library Director.
  • Approval is contingent upon staff availability, facility suitability, and alignment with library policies.

3.) Confirmation

    • Reservations are not final until written confirmation is provided by the Library Director.
    • The Library reserves the right to decline or cancel requests if staffing cannot be secured.

Staffing Requirements

Library staff must be present on-site for all after-hours events. The Library will determine and schedule the required staffing levels based on event type and size. Groups may be charged fees to cover staffing or security costs when applicable.

Facility Use Conditions

  • Groups must comply with all Library policies, including those concerning behavior, safety, and appropriate use of space.
  • The reserving group is responsible for set-up, clean-up, and leaving the space in its original condition.
  • Food and beverage use must follow existing Library guidelines.
  • Events must conclude by the end time approved in the reservation confirmation.

Cancellations

  • The Library reserves the right to cancel after-hours events due to emergencies, unsafe conditions, or inability to secure sufficient staff.
  • Groups should provide at least 48 hours’ notice if they need to cancel their reservation.

Liability

  • Groups using library spaces after hours assume responsibility for the conduct of all attendees.
  • Any damage to library property may result in repair charges or loss of future use privileges.

 

Policy Review

This policy will be reviewed at least once every three years, or sooner if necessary, to ensure that it remains consistent with the library’s mission, addresses community needs, and aligned with current operational standards.

Policy Approval 

This Circulation Use Policy has been reviewed and approved by the Library Director and the Board of Trustees of Spies Public Library. Approval ensures that the policy aligns with the library’s mission, operational standards, and community needs.

Effective Date: This policy is effective as of November 24, 2025

Next Review: November 2028