Minocqua Public Library

Program Room Policy

  1. Purpose of Policy
  2. Room Accommodation
  • Reservations and Availability
  1. Rules of Use
  2. Use of Facilities


  1. Purpose of Policy

The Minocqua Public Library’s mission is to enrich our community by providing a welcoming and vibrant environment where all ages can explore, learn, grow and connect. In support of this mission, the library provides spaces appropriate for public gatherings, and lends these spaces to groups and individuals in the community. This policy is intended to govern the free use of these spaces by non-library entities or individuals. The library does not endorse the policies, activities or the views expressed by any group or organization during a meeting or event.

  1. Room Accommodation
  • The Sue and Roger Smith Community Room (also known as the library’s program room) has a maximum capacity of 70, general assembly. Tables and chairs are available for groups to set up to meet their needs. Because of limited staff, the library cannot assume responsibility for setting up the room. The room is free to use, however, a donation would be gratefully accepted.
  • People using the room should keep in mind that the library is a public facility. Behavior that is disruptive to regular operations of the library or which could possibly be dangerous to library users or library staff will not be tolerated. The library is under video surveillance.


  • Reservations and Availability

The program room will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The program room is scheduled on a first-come, first-serve basis with the understanding that library programming will have priority in room use.

  • The program room requires a reservation before use.
  • Reservations may be made up to three (3) months in advance.
  • No single group may have more than three (3) meetings reserved in advance. Exceptions are the library or library sponsored programs and community groups with prior approval from the library director.
  • A person must be at least 18 years of age to reserve the program room. Any minors occupying the program room must have adequate adult supervision.
  • The library retains the right to reserve rooms before they are available for the public to reserve, or to cancel a scheduled and confirmed program room reservation when it conflicts with a library or library sponsored meeting, program or event.
  • Every effort will be made to avoid conflicting schedules; however, if a cancellation is necessary, advance notice will be given to the responsible party of a group or organization.


  1. Rules of Use
  • The program room may be used for:
  1. Meetings which are open to the public.
  2. Public lectures, panel discussions, presentations, group discussions, workshops and other similar functions.
  3. Organizations or individuals engaged in educational, cultural, intellectual, governmental or charitable activities.
  • The program room may not be used for:
  1. Any purpose that may interfere with the operation of the library
  2. Programs involving the sale, advertising, solicitation or promotion of commercial           products or services.
  3. Personal, company or family parties.

Meetings or programs that would interfere with the library’s operation by causing excessive noise, a safety hazard, or security risk are prohibited. The library retains the right to stop meetings or programs that were approved but are disruptive. Individuals attending meetings or programs must comply with all library policies and shall immediately cease activities deemed in violation of these policies upon request.

  1. Use of Facilities
  • No admission fee or registration fee may be sought from meeting attendees.
  • Refreshments may be served and shall be provided by the group.
  • Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building/equipment beyond normal wear.
  • People using the room shall leave it neat, clean, and in orderly condition. If not, the group/individual will be given notice that continued offense will result in denied access to the program room.
  • The library will not provide storage for groups or individuals using the program room.
  • AV equipment may be used in the program room with approval from the library director or staff. Individuals/groups are responsible for bringing their own computers and necessary connections and equipment.

The Library Board of Trustees also subscribes to the American Library Association’s Meeting Rooms: An Interpretation of the Library Bill of Rights, and will refer to it regarding issues not addressed in this policy.


Approved by Library Board: 7/2011; revised 7/2014; revised 10/2016; revised 4/2018; revised 1/2020; revised 7/2022