Meeting Rooms at Branches

To reserve a meeting room in a branch library, please contact the branch directly. Branch library staff must handle branch meeting room requests, Reservation Request/Commitment Forms and all applicable fees.

Prior to the meeting, staff at the branch you select must receive:

1. Your completed Reservation Request/Commitment Form
2. The total rental fee
3. The food deposit, if food will be served at your meeting

Branch library staff will confirm your reservation based on room availability. Meeting room reservations are handled on a first-come, first-served basis.

No space will be guaranteed without a completed, signed Reservation Request/Commitment Form and all fees paid in full.

Advance Reservations

The timeline below allows for more equitable use by the greatest number of groups and organizations. Rooms may be reserved:

• On or after May 15 of each year for events occurring from July 1 through December 31 of the same year
• On or after November 15 of each year for events occurring from January 1 through June 30 of the following year

Fees

All groups and organizations using branch library meeting rooms will pay $10.00 per hour, except Denver City/County agencies and registered neighborhood organizations (See Denver’s Registered Neighborhood Organization List). Rental of entire branch facilities cannot be accommodated. Additionally, a $25 deposit is required if food is served (see Food and Beverage).

Meetings and events which are sponsored by the Library in support of its mission and goals, or are sponsored by agencies of the City and County of Denver are exempt from rental fees.

Deliver payment of all fees, along with the completed Reservation Request/Commitment Form, to the branch library where you are reserving a room. Make checks payable to The Denver Public Library. There is a $25 service charge for checks returned for lack of funds.

All fees for multiple advance reservations are due at the time of initial booking. Rental Fees are nonrefundable.

Facilities

Parking restrictions at the following branches require two-hour limits on meetings:

• Eugene Field
• Ross-Cherry Creek
• Woodbury

Branch meeting rooms are available only during the normal open hours of each branch. Exceptions include the Central Library and the Blair-Caldwell African American Research Library. If interested in holding a meeting or an event at either of these locations, contact these facilities directly.

Meeting room attendees must enter through the branch main entrance.

Meeting room users should complete their meeting 15 minutes before the branch’s closing time. This allows attendees to complete their business and the staff to secure the building.

Branch libraries provide tables and chairs. White boards are available in some locations. Meeting room setup is your responsibility. Any damage to library property will be charged to the user.

Branches do not provide audio-visual equipment. Your equipment cannot be stored at the branch library before or after meetings. Your equipment setup is your responsibility.

Signage and decorations are allowed in meeting rooms only. Materials may not be affixed to any surface (i.e. walls, windows, floors, furniture or fixtures, etc.) by any means (i.e. tape, nails, screws, tacks, adhesive gum, etc.). Confetti, glitter, rice, straw, birdseed or similar items are prohibited.

Branch library staff cannot take telephone messages for meeting room users.

Food & Beverages

The $25 food deposit is refundable if the room is restored to its original state. If repair or cleaning costs exceed the $25 food deposit, you will be billed for the additional cost.

Alcoholic beverages are prohibited. Red and purple beverages of any kind are also prohibited.

Publicity & Sponsorship

Publicity materials, invitations, flyers, and press releases may not list any branch library of the Denver Public Library as a co-sponsor of a meeting or event unless approved by the Library. If the Library does not co-sponsor your meeting or event, you may still use the name and street address of the branch library location on your materials.

In advance of distribution, submit any promotional materials to branch library staff for approval.

Branch library phone numbers may not be listed on your promotional materials.

If you expect your meeting or event to be covered by the media, contact Consuelo Cosio, Public Relations Coordinator in advance:
Phone: 720-865-2047
Fax: 720-865-2081
Email: ccosio@denverlibrary.org

To reserve a meeting room in a branch library, please contact the branch directly.

Other Library Meeting Room Policies & Guidelines

Meeting Rooms & Event Space Procedures at Central