Policy Statement:

In an effort to provide a free community gathering place, the Flagstaff City-Coconino County Public Library (“Library”) offers community rooms for user groups at the following locations:

Regulations:

The Library does not permit commercial programs, for-profit organizations, or personal social functions to use the community room.

The Library does not charge for using the community room; however, if loss or damage to Library property occurs, or if cleanup is necessary, the user group will be charged. 

All activities held in the community room must be open to the public.  There may be no admissions charged, donations solicited, sales presentations, sales transactions, or commercial endeavors of any kind.

The Library will not grant use of the community room if: (1) the activities would be disruptive to the business of the Library; (2) materials, such as paint, or other potentially hazardous supplies are used; or (3) the activity might result in unsafe use or damage to furniture, equipment, or the building, as determined by the Library staff. 

The Library may deny future use of the community room if user groups abuse this Policy.

Food and beverages are not allowed in the Community Room.

Signs, decorations, or advertisements may not be displayed on either the interior or exterior of the Library.

Children under the age of 10 may not be left unattended in the Youth Services Department while their parent or guardian is attending an event.

User groups must secure necessary licenses for showing of videos, films, or other media. The Library assumes no responsibility for violation of U.S. copyright law.

All statutes and ordinances of the federal, state, county, and city governments shall be enforced, including the prohibition of weapons, smoking, and the consumption of intoxicating beverages or illegal substances. The City is not liable for damaged, lost, or stolen articles or for damages to any person for injuries, including death.

Use of the community room does not imply that the Library sponsors or endorses the policies or purposes of the user group.

User Groups Given Preference for Reserving Community Room:

Official Library meetings and related activities;

Meetings conducted and administered by agencies of the City of Flagstaff, Coconino County and the State of Arizona; and

Local non-profit community groups for the purpose of conducting business meetings, workshops, or informational/educational activities. 

Procedures:

One member of the user group will be established as the “responsible user.” That individual must be over 18.  The responsible user must book the community room online and if assistance booking is necessary, the responsible user should contact the Youth Services Information Desk. 

Scheduling of the community rooms must be made at least 48 hours in advance and will be made on a first come, first served basis.  Non-governmental groups that meet on a regular basis may schedule the community room no more than three months in advance.

User groups can book the community room for up to six (6) hours.  All activities in the community room must be scheduled during the Library’s hours of operation and must end at least 30 minutes before the Library closes.

Occupancy is limited to 41 people as determined by the City Fire Marshall. The responsible user is subject to a citation for Fire Code violations if capacity is exceeded.

The responsible user must check in at the Youth Services Information Desk at least 15 minutes prior to use. The responsible user must leave a form of identification with Library staff until the user group is finished with the community room. The responsible user must be present in the community room at all times while it is in use. 

There are several 36”x 72” tables, chairs, a lectern, a screen, and a writing board available for use. Pictures from the walls should not be removed; large sheets of paper may be taped to the writing board when needed. If desired, user groups may furnish their own audio-visual equipment, but Library staff will not provide technology support. User groups are responsible for returning all items to the designated storage areas under the supervision of the Library staff.

A user group may cancel or make a scheduling change online, in person, or by calling the Youth Services Information Desk at least 24 hours in advance of use of the community room. Because of the high demand for use of the community room, NO-SHOWS may result in denial of use in the future.

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Last updated on May 13, 2019