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Policies Which Apply to All Spaces

  • Rooms may not be used for musical instrument practice, with the exception of Central Library Study Room 414 (Clavinova Room).
  • Patrons are required to remove all belongings, trash, paper, books etc. when departing the space. Kansas City Public Library assumes no responsibility for either Library or personal possessions left behind.
  • Use of Library rooms must be done in a responsible manner, consistent with the Library Expectations of Customer Behavior Policy, https://kclibrary.org/policies/100-public-services#10710. The Library reserves the right to withdraw permission for room use and to stop meetings that interfere with the normal operations of the Library, if conditions warrant.
  • Consistent with the Library Bill of Rights, the Library shall make its meeting rooms and exhibit spaces available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
  • Library meeting rooms and other spaces will be available for use by the community. The Library reserves the right to review each prospective use and determine whether that use meets Kansas City Public Library meeting room and facility guidelines.
  • Library meeting or study rooms may not be used for social activities such as baby showers, bridal showers, birthday parties, or similar events. Rooms may not be used for church services, musical instrument practice, casting calls or auditions. These types of activities may, however, be held in event spaces.
  • The Library has first priority on all dates. The Library also has the right to preempt any event for Library use. In such rare instances, the Library will make every reasonable effort to assist the group in reserving another date or Library facility or meeting room.
  • The Library reserves the right to have staff observe meetings and other events in Library rooms.
  • The group sponsoring the gathering will be responsible for the orderly conduct of the group and for any damage to Library property, equipment and/or exhibits. The individual initiating the original request for space, or the facilitator of the event, will be considered the official representative of the group and will assume the responsibility for communicating Library guidelines to the group.
  • All persons, groups or organizations using Library facilities take the premises "as is" and assume all risks of injury, including death or property damage, to members of the group, organization, event participants and event spectators which might arise out of activities or out of conditions present on the facilities and groups.
  • There should be no charges, fees or solicitations for meeting attendees. Exceptions would be sponsoring groups that are nonprofit organizations or educational institutions for approved classes, seminars or similar activities. Questions should be referred to the Special Events Coordinator or appropriate Deputy Director for approval.
  • Groups may not conduct financial transactions on Library property, as is noted in the Library’s policies:
    No solicitation of funds for individuals, groups or organizations, or sale of candies, cookies, or items for any causes, or panhandling, is permitted in the Library or on Library property. The only exceptions are those activities that are authorized by or on behalf of the Library.
  • Organizations using a Library room are considered a public accommodation under the Americans with Disabilities Act (ADA) and therefore, responsible for providing auxiliary aids and services in compliance with the ADA.
  • Groups may not post any items to the wall using tape, tacks, or any other method that damages the wall by leaving a puncture, stain, or adhesive residue. Groups will be held liable for any damage caused from ignoring these rules.
  • Alcohol is not allowed in meeting or study rooms. If alcohol is being served for your event, we can accommodate that within an event space.

Food Allergen Notification Responsibility

  • Groups utilizing Library spaces and providing food during their events are responsible for notifying participants of any potential food allergens that may be present.

Political Usage

  • While the Library encourages the use of its facilities for events which involve discussion and debate of ideas and public policies, the Library does not permit the use of its facilities for campaign events.
  • Any action or event organized by a campaign committee or group designed specifically to promote or oppose a candidate or ballot issue is not permitted.
  • Meetings where there are discussions on current election issues or candidates are allowed, as long as the event is hosted by a non-partisan, non-profit organization (e.g., League of Women Voters) and all candidates running for the same office or those who represent all sides of an issue have been invited.
  • Meetings held by a campaign committee or political party/group to plan a campaign or political activity are permissible.
  • Use of a Library room to plan a fund-raising campaign or event is permitted. However, actual fundraising activities are not permitted.
  • Also permissible are meetings held by elected officials to gather input or communicate with their constituents.

Use of Library spaces does not imply Library endorsement of the purposes and policies of the group using the room.


Reserve

Place a Reservation

All policies must be agreed to in order to make a reservation.

FAQs

  1. Can I get into the room early to set up?
    A: Please schedule the room to include set-up and tear down time. Groups will only be permitted to use the room for the time slot it has been scheduled.
  2. Is parking included in my Central Library reservation?
    A: No, but one hour of free parking is available at The Central Library parking garage with ticket validation for all library visitors. More info »
  3. How do I pay for my meeting room?
    A: Credit card payments can be made on this site when you reserve the room. We do accept offline payments, but these must be made prior to your meeting.
  4. Is it OK to exceed the maximum capacity listed for the room?
    A: Each room has a max limit due to fire code restrictions and potential wear and tear on the room. The Library will not, under any circumstances, book a room for more people than is specified as that room's maximum capacity.
  5. Since my group is meeting at the Library, can we identify KCPL as a co-sponsor of our event?
    A: The Library may not be identified as a co-sponsor of a meeting without the prior approval of the Library.
  6. I need a room today; can I do that?
    A: Groups may reserve study rooms/pods, community connections rooms, and meeting rooms on this site same day if they are available. Event space reservations need at least a 30-day lead time. Please contact the Events Coordinator to discuss event spaces.
  7. How do I cancel a room reservation?
    A: Cancellations can be made by logging into https://spaces.kclibrary.org/myreservations with your library card or reservation number. Instructions are contained in the confirmation email. If you have any problems, please contact the Scheduling Coordinator at scheduling@kclibrary.org.

Contact

For additional questions, please contact the Scheduling Coordinator at scheduling@kclibrary.org.