LFPL Meeting Rooms - Meeting Room Policy

Meeting Room Reservation Request Form - Online Copy | Printable Copy

A. Library Mission

The Library’s mission is to provide the people of Louisville and Jefferson County with the broadest possible access to knowledge, ideas, and information and to support them in their pursuit of learning.

B. General Statement

In support of its mission, the Library provides meeting rooms for programs and activities of the Louisville Free Public Library. The Library encourages the use of meeting rooms by community groups and organizations engaged in educational, cultural, intellectual or charitable activities.

All meetings must be free and open to the general public.

The Library does not reserve private study rooms.

Permission to use a meeting room does not constitute an endorsement by the Library of a program or point of view expressed. Except as a designation of location, the name of the Library may not be used in any publicity relating to use of the meeting rooms.

Library sponsored programs, activities and events are given priority over all other meeting room uses.

Proof of public performance rights are required if the meeting includes screening a movie.

Rules regarding Library meeting rooms apply throughout the Library System.

C. Fees

There are no fees charged for meeting room use. 

No admission fee, other costs, or required donation shall be charged for attendance at meetings in the public library. Membership fees may not be required to attend the meeting at the library and must be collected off site. No products, services, or memberships may be advertised, solicited or sold.

D. Reservations

Reservations for library meeting rooms must be made well in advance of the meeting. Recurring reservations will be accepted, but for no longer than one year at a time. The requesting organization is responsible for contacting the Library, in advance, to renew such annual requests.

Main Library meeting rooms are reserved through the Library’s Administrative Office (except Main Computer Learning Center). Meeting rooms will be assigned based on availability and the number of participants. The rooms that are available for scheduling at the Main Library are listed below.

Board Room - 35 person capacity
Centennial Room - 140 person capacity
Meeting Room 1 - 10 person capacity
Classroom 201 - 35 person capacity
Classroom 202 - 40 person capacity
Community Room - 55 person capacity
Main Computer Learning Center - 15 person capacity

Please note: The Centennial Room may only be reserved up to 4 times per calendar year.

Branch meeting room arrangements should be made with the managing librarian at the particular location in which you wish to reserve space. Please allow two to three business days for a reply regarding room availability.

Download the complete list of Library Meeting Room capacities.

E. Hours

Meetings must take place during the hours the Library is open, and meetings may not be scheduled on days the Library is closed.

Meeting rooms must be vacated no later than fifteen minutes before the Library’s stated closing time.

F. Set-up and Clean-up

All organizations must check with the Library concerning furniture and equipment available. All organizations must set up the room themselves and clean up the room at the end of the meeting. All furniture should be returned to its original location as part of clean-up.

The Library does not provide technical, maintenance, or custodial staff to set up or clean up meeting rooms.

G. Food

Food is not permitted, unless discussed with appropriate Library staff and granted prior approval in writing.

H. Smoking

Smoking is not permitted in Library meeting rooms or anywhere on Library grounds.

I. Cancellations

The Library reserves the right to cancel any meeting room reservation granted to an outside organization for operational reasons. The Library will provide as much notice of a cancelled reservation as is feasible. Groups holding reservations are requested to notify the Library of cancellations at the earliest possible date in order to free the meeting facility for other groups.

J. Registration of Organizations

Organizations must have a registration form on file with the Louisville Free Public Library indicating the organization’s purpose, intended use of meeting rooms, and organization’s contact person (name, address, and telephone number). Registration forms are valid for one calendar year.

K. Exceptions

Any exceptions to the above provisions must be approved in advance by the Library Director.

Meeting Room Reservation Request Form - Online Copy | Printable Copy

Last Updated: 10/16/2018