Public Use of Event, Meeting, and Study Rooms
Administrative policy
Pikes Peak Library District (PPLD) has event space, meeting rooms, and study rooms available for public use. These are designed to offer accommodations for educational, informational, cultural, and civic functions of the Colorado Springs and El Paso County community.
Patrons using Library facilities are expected to comply with PPLDs Code of Conduct.
I. Priorities
A. Library programs and Library sponsored events will have priority and may lead to cancellation of patron reservations if necessary.
II. Endorsement
A. Use of these spaces by outside agencies does not constitute the Librarys endorsement of viewpoints expressed by participants in programs.
B. Advertising or announcements that imply Library endorsement is not permitted. Use of PPLDs logo or location photos is not permitted. Use of the Library's name, address, or telephone number is also not permitted, except for notifying attendees of the location of the meeting or event. Failure to comply with this provision may result in cancellation or prohibition of use of Library space.
C. Only PPLD sponsored events will be published on the Librarys calendar of events.
III. Equal opportunity
A. Activities taking place in Library spaces must not be closed to any person due to age, gender identity, race, religion, national origin, disabling condition, or any other legally protected category.
B. The Library is a public space. In accordance with our mission, we encourage all groups to use our event, meeting, and study rooms. Library staff cannot be expected to enforce or ensure the privacy of any meeting.
IV. Liability
A. All organizations or groups shall indemnify, defend, and hold harmless PPLD, its officers, agents, and employees from and against any and all claims, suits, or actions of any kind, resulting from any negligent act, omission, or error of the user that results in personal injuries or property damage arising from the users use of a Library event, meeting, or study room.
Additional content from previous item (IV.):
B. The applicant and/or organization will be jointly and separately liable for any breakage, damage, or theft of any Library property caused by members or guests of the group or organization. Liability includes all applicable court costs and attorney fees.
C. The Library, its employees, and Trustees do not assume responsibility for personal injury or damage or loss of personal property during the applicant’s use of event, meeting, or study rooms.
V. Restrictions
A. Event, meeting, and study rooms may not be reserved for programs or gatherings which present a clear and present danger to the welfare of the participants, Library staff, patrons, or the community.
B. PPLD does not authorize the use of its event, meeting, or study rooms for the purpose of solicitation, to include petition-signing; fundraising; the sale of goods or services; or other similar activities.
C. Organizations may not use the name, address, telephone number, or images of the Library, except for notifying attendees of the location of the meeting. PPLD’s logo or location photos cannot be used.
D. Meetings or programs from community organizations may only be posted on the Library’s bulletin boards if the Library has a designated bulletin board for community events.
E. The Library does not charge for parking. Parking spaces will not be saved for special events at any Library.
- Exceptions: Manitou Springs Library does not offer free parking. Penrose Library offers limited free parking with a library card, please refer to Penrose Library at ppld.org for more information. PPLD cannot make any special allowances for parking and is not responsible for any tickets or fees incurred while using the Library.
F. Tables and chairs may not block room access or emergency exits.
- Nothing may be attached to the walls, ceiling, equipment, or doors of event, meeting, and study rooms.
- Glitter, helium, and open flames are not permitted in Library buildings.
- Smoking and/or vaping is not permitted anywhere in the building or on Library property.
- Use of hazardous materials and/or weapons is not permitted anywhere in the building or on Library property.
VI. Use/Care of Facilities and Equipment
A. Event, meeting, and study rooms should be left as they were found. All groups must provide their own support for preparation and reasonable clean-up.
B. The number of patrons cannot exceed the room capacities listed on the room reservation website.
C. Permission to reserve rooms may be withheld or revoked from patrons or groups that have damaged Library property, caused a disturbance, or failed to comply with Library policies.
D. Groups that use crayons, glue, markers, or other art supplies are required to bring table coverings. Glitter is prohibited.
VII. Refreshments
- Light refreshments (coffee, donuts, cookies, fruit, etc.), simple box lunches, prepackaged food, and catered food may be served in the event and meeting rooms. This food must stay in the event and meeting rooms.
- Users must follow the Food and Drink Policy outside of the meeting and event spaces. Food is not allowed in Study Rooms; covered beverages are permitted.
- Alcoholic beverages are not permitted anywhere on Library property.
- Consumable supplies (cups, napkins, plates, flatware, serving utensils, etc.) are not provided by the Library.
Pikes Peak Library District: Public Use of Event, Meeting, and Study Rooms Policy
Adopted December 2, 2025