Meeting Room Policy
The Board of Trustees of the East Lansing Public Library (ELPL) recognizes that the library belongs to the community. Accordingly, it is the policy of the Board to make the Library Meeting Room available at no cost, on a limited basis, to the community.
The American Library Association’s Library Bill of Rights VI states: “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” More information from the ALA regarding meeting rooms can be found here.
- The meeting room may be reserved by organizations or groups represented by individuals who are current ELPL adult library card holders in good standing.
- Priority for reservations will be given to the library and the City of East Lansing, followed by outside organizations and groups. Reservations will be assigned on a first-come, first-served basis.
- The room is available to nonprofit organizations for purposes such as education, culture, and community engagement. For-profit organizations may use the room on a limited basis for meetings or training sessions. Activities involving the sale, advertisement, or promotion of commercial services are prohibited. Groups engaging in such activities may forfeit their future reservation privileges.
- Private, personal, or family functions are not permitted in the meeting rooms.
- Meeting attendees must adhere to all Library Policies and the Patron Code of Conduct.
- Events must take place during library hours and must conclude a minimum of 30 minutes prior to closing.
- Reservation applications must be submitted at least 72 hours (3 days) prior to the requested date and no more than three months in advance. Applications submitted less than 72 hours before the requested date may be considered at the discretion of the Meeting Room Coordinator or their designee. Applicants will be notified of the application's status within 48 hours (2 days) of submission.
- Any group that damages library property will be liable for costs incurred in connection with such damage and may forfeit their future reservation privileges.
- Permission to use the meeting rooms does not imply endorsement by the Library.
- By applying to use the meeting room, the sponsoring group acknowledges that its activity is not sponsored by the East Lansing Public Library (ELPL) and agrees not to identify ELPL as a sponsor in any promotional materials or publicity. The library’s name and address may only be used to indicate the location of the event or meeting.
- ELPL Meeting Room Coordinator should be alerted to a cancellation as soon as possible, ideally at least 72 hours (3 days) in advance.
- Tables, chairs, a podium, audiovisual equipment, and related resources are available upon request. Room setup and AV operation are the responsibility of the reserving group or organization. Additional details are outlined in the Meeting Room Application Form.
- Occasionally situations arise when exceptions need to be made for unusual circumstances. In those cases, the Library Director or designee may authorize exceptions as needed. ELPL has the right to limit meeting room use based on demand.
Approved by the ELPL Library Board February 20, 2025
