Library closed on Monday, August 7.

 

Public Usage of Library Space and Meeting Rooms Policy

Public Usage of Library Space and Meeting Rooms Policy

Purpose

Warsaw Public Library provides public space as a community service. This policy governs the use of all publicly accessible library space, including open seating areas, study areas, computer stations, and [if applicable] meeting rooms. It is intended to ensure equitable access, protect the library’s public mission, and maintain a safe and welcoming environment for all.

This policy must be applied uniformly and consistently to all members of the public, without exception. No individual, group, organization, or business shall receive preferential treatment in access to library space.

Definitions

Limited Public Forum

A limited public forum is a space that a government or publicly funded entity has opened for public use for specific expressive activities or by specific groups, subject to reasonable, content-neutral restrictions on time, place, and manner. Public libraries in New York are generally treated as limited public forums with respect to their publicly accessible spaces. Warsaw Public Library may set and enforce reasonable rules governing how, when, and by whom its spaces are used, but may not restrict access based on the viewpoint, beliefs, or affiliations of the user.

Public Space

Public space refers to all areas of the library that are open and accessible to the general public during regular library hours. This includes, but is not limited to: seating areas, reading rooms, study tables, computer stations, and open-floor areas. Use of public space does not require a reservation unless otherwise stated in this policy.

 

Study Rooms and Small Group Rooms

Enclosed or semi-enclosed spaces available for individual or small group use on a first-come, first-served or reservation basis, subject to the time limits and rules set forth in this policy.

Meeting Room

A designated enclosed space available for reservation by community groups, organizations, or individuals for events or gatherings, subject to the terms and conditions of this policy and any associated Facility Use Agreement.

Authorized Personnel Only Space

Areas of the library are restricted to library staff, board members, or other specifically authorized individuals. These areas are not open to the public and include, but are not limited to: staff workrooms, administrative offices, server rooms, and storage areas. Unauthorized entry into these spaces is prohibited.

Inurement

Inurement occurs when the assets or resources of a charitable or publicly funded organization disproportionately benefit a specific individual, group, or private business rather than the general public. Warsaw Public Library is prohibited from allowing its public resources, including its physical space, to inure to the benefit of any private party beyond what is equally available to all members of the community. Use of library space that exceeds what is generally available under this policy, or that gives one party an ongoing, exclusive, or commercial advantage not shared by the general public, may constitute impermissible inurement.

Commercial Use

For purposes of this policy, commercial use refers to the use of library space as a fixed, recurring business location or as a primary place of business, including but not limited to: listing the library as a business address, conducting sales transactions, or operating in a manner that exceeds the general use available to all community members.

 

 

 

Code of Conduct

Warsaw Public Library’s written standards of behavior governing all persons present in the library, including library card holders, visitors, and guests of reserved space users. The Code of Conduct is incorporated by reference into this policy.

General Principles

Equitable Access

Library space is a public resource. Access must be made available on an equitable basis, regardless of the beliefs, affiliations, viewpoints, race, religion, national origin, age, gender, sexual orientation, disability status, or other protected characteristics of the user.

Viewpoint Neutrality

Warsaw Public Library does not endorse or support the views of any group or individual using its spaces, any more than it endorses the viewpoints of materials in its collection. Access decisions shall never be based on the content of a group’s speech or the ideas its members hold.

Uniform Enforcement

All rules in this policy apply equally to every person and every group that uses library space. No exception shall be made on the basis of a user’s identity, organizational affiliation, or the nature of the activity, provided the activity is otherwise permitted under this policy. Staff shall enforce this policy consistently and document any denial of access or removal from the premises.

Public Resource Protection

Because library space is a public resource funded by Warsaw Public Library’s community, its use must benefit the community broadly. Library space may not be used in a manner that allows a private individual or organization to gain a sustained, exclusive, or commercial advantage beyond what is equally available to all members of the public under this policy.

Use of Public Space (General and Open Areas)

Permitted Use

Any member of the public may use the library’s open public space for lawful activities consistent with the library’s purpose, including reading, studying, using library resources, and conversation that does not disrupt others.

Time Limits in Open Areas

To ensure equitable access for all community members, individuals and groups occupying tables, seating areas, or other shared public spaces are subject to the following limits:

  • Maximum continuous use of a specific seating area or table: 4 hours
  • Staff may ask individuals or groups to relocate if their occupation of space is blocking access to library shelves, resources, or pathways.
  • Extended use of the same space on a recurring basis, especially in a manner that excludes other patrons, is not permitted.

Camping and Space Holding

“Camping,” defined as occupying library space for extended periods in a manner that impedes other patrons’ access or that establishes a de facto private workspace within a public area, is not permitted. This includes:

  • Holding space with personal belongings while absent from the area for more than 30 minutes.
  • Returning daily to the same location and occupying it for the entirety of open library hours on a recurring basis in a manner that limits others’ access
  • Spreading materials across multiple seats or tables to the exclusion of others

Access to Shelves and Library Resources

No individual or group may position themselves, their belongings, or their equipment in a manner that blocks patron access to shelves, card catalogs, computer stations, or other library resources. Staff may ask individuals to relocate to correct an access obstruction.

 

Professional Service Providers in Public Space

Individuals providing compensated services to others (including, but not limited to, tutors, occupational therapists, social workers, and supervised visit providers) may use open public space subject to all of the following conditions:

  • The space is used on the same terms available to any member of the public.
  • Time limits applicable to all patrons are observed.
  • The user does not advertise Warsaw Public Library as a business address or primary service location.
  • The activity does not require the exclusive or ongoing reservation of public space not available by reservation to others.
  • The activity does not disrupt other patrons or library operations.
  • The activity complies with the library’s Code of Conduct.

Providing a compensated service within public space is not, by itself, a violation of this policy, provided the above conditions are met.

Study Rooms and Small Group Rooms

Availability

Study rooms are available to any member of the public on a reservation basis during regular library hours.

Capacity

Each room is subject to a maximum occupancy as set by applicable fire and safety codes: lower level study room limit of 2 persons, upper level study room limit of 6 persons.

Time Limits

  • Standard session: 1 hour
  • Extended session, if no one is waiting: up to 2 hours
  • Rooms may not be held or reserved for recurring use by the same individual or group without prior approval by library administration.

 

 

Signage for Rooms in Use

When a study room is reserved and actively in use, a notice shall be posted at the entrance. The notice shall read:

“This room is currently in use. To reserve this space or obtain the reservation rules, please visit the circulation desk or call 585-786-5650.”

Permitted Activities in Study Rooms

Study rooms may be used for lawful activities, including group study, tutoring, telehealth appointments, depositions, supervised visits, and similar activities, subject to all conditions in this policy.

Prohibited Activities in Study Rooms

  • Recording other patrons without their consent
  • Activities that generate noise are disruptive to others outside the room
  • Sale or distribution of material items
  • Any activity that violates the library’s Code of Conduct

Meeting Room Use

Availability

Warsaw Public Library makes its meeting room available to the public as a community service. The availability of meeting room space does not imply endorsement by Warsaw Public Library of the views or activities of any user.

Who May Reserve

Meeting rooms are available to individuals, community groups, organizations, and businesses on an equitable basis. Warsaw Public Library does not limit access to non-profit organizations only.

Reservation Process

Reservations may be made at the circulation desk or by phone. Reservations must be made at least 24 hours in advance. Reservations are subject to availability and staff review for policy compliance.

 

Permitted Uses

Meeting rooms may be used for activities including, but not limited to:

  • Educational programs and workshops
  • Cultural events
  • Civic and community organization meetings
  • Charitable events
  • Advocacy meetings
  • Religious and spiritual gatherings of an educational or cultural nature (see restrictions below)
  • Support groups
  • Community and professional meetings

Restrictions on Use

Meeting rooms may not be used for:

  • Political campaign events or campaign fundraisers
  • The sale or distribution of material items, unless expressly authorized by library administration
  • Activities that violate applicable law
  • Activities that violate the library’s Code of Conduct
  • Any activity that would constitute impermissible inurement of a public asset to a private party

Fees

Warsaw Public Library does not charge fees for meeting room use.

Facility Use Agreement

For regular, recurring, or higher-risk reservations, Warsaw Public Library may require a signed Facility Use Agreement prior to approving a reservation. The agreement shall include, at a minimum:

  • The name and contact information of the responsible party
  • The date, time, and purpose of the event
  • Acknowledgment of the library’s Code of Conduct and this policy
  • Responsibility for clean-up and restoration of the space
  • An indemnification clause holding Warsaw Public Library harmless from legal claims arising from the group’s conduct

Events Involving Unaccompanied Minors

If an outside group’s event involves unaccompanied minors, Warsaw Public Library shall require written confirmation from the reserving organization that it has all appropriate policies, procedures, and vetting processes in place to protect the welfare of the children in its care.

Warsaw Public Library is not responsible for the supervision, safety, or welfare of unaccompanied minors attending events organized and supervised by outside groups. Responsibility for the care of minors rests solely with the reserving organization and its designated responsible parties.

Room Status Signage

When the meeting room is reserved and actively in use, a notice shall be posted at the entrance. The notice shall read:

“This room is reserved and currently in use. For information on reserving this room, please visit the circulation desk.”

A notice that a room is in use does not restrict the general public from entering the library building or accessing other library spaces. It serves to indicate the room’s current reservation status and to minimize disruption to the active session.

Conduct Standards

Code of Conduct Applies to All Users

All persons using library space, including those using reserved rooms or the meeting room, are subject to Warsaw Public Library’s Code of Conduct at all times. A copy of the Code of Conduct is available at the circulation desk and on the library’s website.

Behavior Warranting Removal

Staff may ask any individual or group to leave library space or correct their behavior for violations, including but not limited to:

  • Behavior that disrupts other patrons or library operations
  • Hygiene conditions that create a health or safety concern for others
  • Unauthorized recording of other patrons
  • Conduct that harasses, intimidates, or threatens any person
  • Violation of any provision of this policy

Recording in Library Space

Recording by patrons in the library public space is subject to Warsaw Public Library’s recording policy. Recording of individuals in reserved or occupied spaces without their consent is not permitted.

Appeals and Complaints

Any individual or group whose request for space has been denied, or who believes this policy has been applied inconsistently, may file a written appeal or complaint with the Library Director within 30 days of the decision.

To submit an appeal: provide a written statement to: Director, Warsaw Public Library, 130 North Main Street, Warsaw, NY 14569. The Director will review the matter and respond in writing within 30 business days. The decision of the Director is final.

Policy Availability and Review

Public Availability

This policy is available for public inspection in print at the circulation desk and on the library’s website at warsawpubliclibrary.org.

Review Cycle

This policy shall be reviewed and re-approved by the Warsaw Public Library’s Board of Trustees at least every five years, in compliance with New York State minimum standards for public libraries.

Emergency and Public Health Adjustments

The Warsaw Public Library’s Board of Trustees retains the authority to suspend public space or meeting room use entirely if it determines that such use cannot be conducted safely during a declared public health emergency or other emergency condition. Any suspension shall be communicated to the public as promptly as practicable.

This policy was adopted by the Warsaw Public Library Board of Trustees on 8/11/2026.

WARSAW PUBLIC LIBRARY

Meeting Room Facility Use Agreement

About This Agreement

This Agreement is between Warsaw Public Library and the individual or organization identified below (“the Reserving Party”). By signing this Agreement, the Reserving Party confirms they have read, understand, and agree to comply with the Warsaw Public Library Public Space and Meeting Room Use Policy (“the Policy”), the Library’s Code of Conduct, and all terms set forth in this Agreement.

Use of the meeting room does not imply endorsement by Warsaw Public Library of the Reserving Party’s views, activities, or organization.

Reserving Party Information

Name of Reserving Party (individual or organization):

Primary Contact Name (if organization):

Mailing Address:

Phone Number:

Email Address:

Is the Reserving Party a nonprofit organization? [ ] Yes — Tax-exempt status: _______________ [ ] No [ ] Not applicable

Event Information

Date of Event: _______________________________________________

Start Time: _____________ End Time: _____________ (Include set-up and clean-up time within your reservation window.)

Estimated Number of Attendees: _______________________________________________

Room Requested: _______________________________________________

Description of Event or Activity:

Will the event be open to the general public? [ ] Yes [ ] No — It is a private event for invited attendees only.

Will the event involve unaccompanied minors? [ ] Yes (A completed Minor Protection Acknowledgment, Section 7, is required.) [ ] No

Will any fees, dues, or donations be collected from attendees? [ ] Yes — describe: _______________________________________________ [ ] No

Will any material items be sold or distributed? [ ] Yes — describe: _______________________________________________ [ ] No

Room Capacity and Setup

The maximum occupancy of the reserved room is 20 persons, as set by applicable fire and safety codes. The Reserving Party agrees not to exceed this limit.

Requested room configuration (check one): [ ] Theater / rows of chairs [ ] Conference / table and chairs [ ] Classroom / tables facing front [ ] Open / chairs only [ ] Other: _______________________________________________

Standard setup options available through the Library: tables, chairs, television. Equipment availability is not guaranteed and is subject to prior reservation.

The Reserving Party is responsible for arranging and restoring furniture and equipment to its original configuration at the conclusion of the event. Any damage to Library property caused during the event is the financial responsibility of the Reserving Party.

Conduct, Clean-Up, and Responsibilities

The Reserving Party agrees to the following:

Compliance with Library Policy

The Reserving Party and all attendees shall comply with the Warsaw Public Library Public Space and Meeting Room Use Policy and the Library’s Code of Conduct at all times. Library staff retains the authority to address any conduct that violates these standards, including asking individuals to leave the premises.

Responsible Party on Site

The Reserving Party shall designate one adult (age 18 or older) to be present and responsible for the event from start to finish, including set-up and clean-up.

Designated on-site responsible party (if different from above):

Name: _______________________________________________

Phone: _______________________________________________

Clean-Up

The Reserving Party is responsible for leaving the room in the same condition in which it was found. This includes:

  • Removing all trash and placing it in designated receptacles
  • Removing all belongings, materials, and equipment brought by the Reserving Party
  • Restoring furniture and Library equipment to original positions
  • Reporting any damage to Library property to staff before leaving

Failure to comply may result in a cleaning fee and may affect eligibility for future reservations.

Noise and Disruption

The Reserving Party shall ensure that the event does not produce noise or disruption that interferes with other Library patrons or operations. Library staff may ask the Reserving Party to reduce noise or modify the activity if disruption occurs.

Recording

Recording of Library staff or other patrons without their consent is not permitted. Any recording conducted within the reserved room is the sole responsibility of the Reserving Party and must comply with applicable law.

No Smoking, Alcohol, or Controlled Substances

Smoking, the consumption of alcohol, and the use of controlled substances are prohibited on Library property.

Signage and Promotion

The Reserving Party may not us Warsaw Public Library’s name, logo, or address in promotional materials in a manner that implies Library endorsement of the event or organization without prior written approval from Library administration. The Library’s address may not be used by the Reserving Party as a business mailing address.

Indemnification and Liability

The Reserving Party agrees to indemnify, defend, and hold harmless Warsaw Public Library, its Board of Trustees, officers, employees, and agents from and against any and all claims, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

  • The Reserving Party’s use of the meeting room
  • The conduct of the Reserving Party’s attendees, guests, or agents
  • Any injury to persons or damage to property occurring during the event
  • Any violation of applicable law by the Reserving Party or its attendees

Warsaw Public Library is not responsible for personal property brought onto Library premises by the Reserving Party or its attendees.

Minor Protection Acknowledgment (Complete only if the event involves unaccompanied minors)

The Reserving Party confirms that its organization has all appropriate policies, procedures, and vetting processes in place to protect the welfare of the children in its care during this event.

Warsaw Public Library is not responsible for the supervision, safety, or welfare of unaccompanied minors attending events organized and supervised by outside groups. Responsibility for the care of minors rests solely with the Reserving Party and its designated on-site responsible party.

Printed name of person confirming the above                               Title/Role

Signature                                                                                                      Date

Cancellation and No-Show

Cancellation by the Reserving Party

The Reserving Party must notify Warsaw Public Library of any cancellation at least 24 hours in advance. Late cancellations or no-shows may result in the loss of future reservation privileges.

Cancellation by the Library

Warsaw Public Library reserves the right to cancel a reservation if:

  • The Reserving Party has provided false or materially incomplete information in this Agreement
  • The proposed use is determined to violate the Policy or applicable law
  • An emergency, public health concern, or facility issue makes the room unavailable

Acknowledgment and Signatures

By signing below, the Reserving Party confirms that:

  • They have read and agree to the Warsaw Public Library’s Public Space and Meeting Room Use Policy and the Library’s Code of Conduct.
  • All information provided in this Agreement is accurate and complete.
  • They understand that providing false information may result in cancellation of the reservation and loss of future reservation privileges.
  • They accept full responsibility for the conduct of all attendees and the condition of the room following the event.
  • They understand that Warsaw Public Library does not endorse the views or activities of the Reserving Party.

Reserving Party Agreement:

Printed Name                                                            Signature                                           Date

Library Agreement:

Printed Name                                                            Signature                                           Date

Reservation Confirmed:

[ ] Yes [ ] No — Reason if denied: _______________________________________________

This Agreement is subject to the Warsaw Public Library’s Public Space and Meeting Room Use Policy, adopted 8/11/2026. A copy of the Policy is available at the circulation desk and at warsawpubliclibrary.org..