Approved by the River Falls Public Library Board of Trustees
Approved: April 6, 2026
PURPOSE
This policy establishes guidelines for the fair, safe, and appropriate use of rooms in the Library. This includes the following: two (2) Meeting Rooms, one (1) Conference Room, one (1) Community Room, one (1) Gallery, three (3) individual Study Rooms, two (2) Group Study Rooms, one (1) Telehealth Room, and one (1) Nursing and Comfort Room.
For the purpose of this policy, “meeting rooms” refers to the Meeting Rooms, Conference Room, Community Room, and Gallery. All other rooms are referred to by name. Rooms that are exclusively for staff are not covered in this policy.
The River Falls Public Library provides meeting rooms primarily for Library-sponsored programs, services, and activities. When not in use for Library purposes, rooms are available to the public on an equitable basis during open hours.
Use of rooms does not constitute endorsement by the Library of the presenter, organization, or viewpoints expressed.
OVERVIEW
The River Falls Public Library supports the principles of the First Amendment to the United States Constitution and adheres to the American Library Association’s Library Bill of Rights, including Article VI, which affirms that meeting rooms should be made available on an equitable basis regardless of the beliefs or affiliations of users. However, Library-sponsored activities receive priority in scheduling.
Meeting rooms are available for informational, educational, cultural, and civic purposes. Use of Library rooms does not imply Library sponsorship or endorsement.
Groups using Library meeting rooms may not discriminate against attendees based on protected characteristics under local, state, or federal law.
The Meeting Rooms, Conference Room, Community Room, and Gallery are considered public spaces and must be open to all. Unless otherwise designated, meetings held in these room must be open to all, subject to occupancy limits and applicable regulations.
The individual and group Study Rooms, Telehealth Room, and the Nursing and Comfort Room may be used privately.
Failure to comply with this policy may result in cancellation of reservations or denial of future use.
Complaints should be directed first to the staff member in charge. Unresolved concerns may be referred to the Library Director and, if necessary, to the Library Board of Trustees.
This policy applies to use of rooms during open hours. For after-hours use of the lower level, see the Lower-Level Rental Policy.
ELIGIBLE USE
Meeting rooms are intended for activities that benefit the public and are informational, educational, cultural, or civic in nature. Activities held in Library meeting rooms during open hours must be free and open to the public. This requirement does not apply to Study Rooms, the Telehealth Room, or the Nursing and Comfort Room.
Commercial Use
Commercial or business-related use is permitted only when the primary purpose is to provide general information or education, and not to generate profit.
The following are not permitted:
- Sale of goods or services or any exchange of money on Library property
- Admission fees, registration fees, or required purchases
- Programs whose primary purpose is to advertise, promote, or solicit business
- Fee-based services, consultations, or client meetings
Limited exceptions may be made for Library-sponsored or Library-approved programs that directly support the Library’s educational, cultural, or literary mission. Examples include author visits involving the sale of books or Artist-in-Residence programs involving the sale of original artwork. Any such sales must be incidental to the program and approved in advance by the Library Director.
The following activities are allowed, provided they comply with this policy; however, the Library reserves the right to determine whether a proposed use is primarily informational or commercial in nature:
- Informational presentations offered by businesses or professionals
- Educational workshops related to, for example, financial literacy, entrepreneurship, or careers
- Distribution of business cards or contact information (without active solicitation)
Meeting Rooms
Groups with participants under age eighteen (18) must have at least one adult chaperone per fifteen participants.
Meeting rooms are intended for public or community-serving activities. Private social events (such as parties or celebrations) are not permitted.
Telehealth
The Telehealth Room is intended to provide a reasonably private space for individuals to participate in virtual healthcare appointments.
Use of the Telehealth Room is limited to medical, mental health, or other healthcare-related appointments conducted via phone or video. The room may not be used for general meetings, social calls, work-related conferencing, or other non-health-related purposes.
Use is limited to the duration of a scheduled appointment, not to exceed two (2) hours. The Library does not provide medical equipment, technical support for healthcare platforms, or assistance during appointments, and is not responsible for the quality or confidentiality of telehealth services.
Use of the Telehealth Room requires a reservation and is subject to availability. The Library may limit the frequency of reservations to ensure equitable access.
Users are responsible for bringing any necessary devices, headphones, and login credentials.
While the room is intended to support privacy, the Library cannot guarantee complete soundproofing or confidentiality.
Financial transactions of any kind, including co-pays or payments for services, may not be conducted on Library property.
Nursing and Comfort Room Use
The Nursing and Comfort Room is intended for caregivers of infants and children who need a private, quiet space for nursing, pumping, or tending to a child who is overwhelmed or experiencing a behavioral or emotional episode.
Use of this room must remain short-term and purpose-driven. To ensure equitable access, it may not be used for general study, meetings, phone calls, or as a recurring or dedicated personal space.
Priority of Use
In the event of scheduling conflicts, priority is as follows:
- Library-sponsored programs
- Governmental or civic meetings
- All other eligible groups
BUILDING USE AND SECURITY
All meetings must conclude and rooms must be vacated before closing time unless prior arrangements have been made.
When the Library is closed, the reserving group is responsible for ensuring the building is secured upon departure.
DAMAGES AND LIABILITY
Users are responsible for any damage to Library property resulting from their use of meeting rooms.
The Library is not responsible for loss or damage to materials or equipment brought into the building.
Use of meeting rooms constitutes agreement to release and hold harmless the River Falls Public Library, its Board of Trustees, the City of River Falls, and its employees from liability for injuries or damages arising from use of the room.
SET-UP AND CLEAN-UP
Groups are responsible for:
- Setting up and restoring the room to its original condition
- Disposing of all trash
- Cleaning surfaces if food is served
Light refreshments (e.g., coffee and snacks) are permitted.
Failure to leave the room in proper condition may result in denial of future use.
The Library does not provide storage for user materials.
Any materials left behind after meetings may be discarded.
TECHNOLOGY EQUIPMENT
All meeting rooms include a Library computer and display screen for presentations. Users are encouraged to access presentations through cloud-based services or bring presentations on a flash drive to use with the Library computer. Please note that personal devices—especially older equipment—may not be compatible. Staff may not always be available to assist with technical issues, so users are encouraged to plan ahead.
SCHEDULING AND RESERVATIONS
All meeting rooms, the Telehealth Room and Group Study Rooms must be scheduled. If they are not scheduled, they will be available on a first-come, first serve basis with priority given to Library sponsored activities.
Individual Study Rooms and the Nursing and Comfort Room may not be reserved. Individual Study Rooms are available on a first-come, first-serve basis only.
** The Library reserves the right to adjust room assignments, relocate groups, or cancel reservations based on operational needs, safety concerns, or staffing limitations. **
Reservation Guidelines
- Reservations must be made online or at the Service Desk.
- Reservations may be made up to six (6) months in advance.
- Main meeting rooms must be reserved at least forty-eight (48) hours in advance to allow for staff review and approval.
- Group study rooms are available for reservation by groups of two (2) or more individuals.
- Individual study rooms are not available for reservation and are offered on a first-come, first-served, walk-in basis, as room permits.
- Cancellations should be communicated in a timely manner so that rooms can be made available to other patrons.
Repeated no-shows or late cancellations may result in the loss of reservation privileges.
Frequency and Use Limits
To ensure equitable access:
- Meeting rooms may not be used or reserved as a regular, dedicated personal space.
- The Library reserves the right to limit the number and frequency of reservations
- Groups may be limited to one regularly scheduled evening or weekend meeting per month
- Lower-level rooms are intended for one-time events or short series of meetings
- After twelve consecutive months of regular reservations, priority may be given to new groups
RULES FOR USE
- Activities must not disrupt normal Library operations.
- Attendance must not exceed the posted room capacity.
- Tobacco use, vaping, and alcohol are prohibited.
- Cooking is not permitted without prior approval from Library staff.
- The Library does not publicize non-Library events, and publicity must not imply Library sponsorship or endorsement.
- Library staff will not take messages for attendees except in emergencies.
- Tape, tacks, and other adhesives may not be used on walls or surfaces.
- Do not adjust window coverings without staff assistance.
- Only service animals are permitted, unless otherwise approved by Library administration.
- Copyrighted media may not be shown without required licensing.
- Groups are responsible for complying with all applicable laws regarding recording, privacy, and consent.
- Library staff may monitor activities to ensure compliance with these rules.
ENFORCEMENT
Violations of this policy may result in immediate termination of a meeting, denial of current or future reservations, or other restrictions as determined by Library staff.