Community Room

Who May Use the Community Room

The Woodward Public Library’s Community Room is made available only to non-profit entities, of Woodward and the surrounding area, as a service to the community.
Community Room Availability

Monday – Thursday 9:00 am – 7:00 pm
Friday 9:00 am – 5:00 pm
Saturday 9:00 am – 4:00 pm
All meetings must be concluded 15 minutes prior to the library’s closing time.
The community room will be available free of charge to non-profit groups only.

Such groups include but not limited to:
Literary groups
Clubs and committees
Educational groups
Clubs and committees
Community service groups
Public service boards such as Parks Board, Woodward Pride, the Fair Board
Special committees such as steering committees appointed by the city commission or the county commission or the school board
Professional and scientific organizations and committees
The community room is NOT available for personal events which include, but are not limited to: parties, baby showers, commercial purposes, or children’s groups or events except for children’s programs sponsored by the library.
For the purpose of this policy, a club, group, or committee is defined as a formally structured organization consisting of elected officers to coordinate and carry out the activities of the organization.
Responsibilities, Requirements, and Limits

A signed agreement must be on file prior to the meeting date. The form is valid for one year.
Organizations are allowed to book no more than two meetings in advance. A meeting date may be booked up to one year advance. Library programs and related activities will be given priority should scheduling conflicts arise.
The Woodward Public Library reserves the right to limit reservations so that other organizations have access to the meeting space.
Neither the name nor the address of the library may be used as the official address or headquarters of any organization.
Meetings must be free to the public. Free-will donations, membership dues, and/or registration fees covering materials and/or speakers are permitted.
Meetings must be open to the public. Executive sessions of public bodies in compliance with the Oklahoma Open Meeting Act are an exception. The library reserves the right to monitor all meetings.
No smoking, alcoholic beverages, illegal substance or drugs, or sale of items are allowed in the community room.

No unlawful, hazardous, or dangerous activities may be conducted in the library.
Attendance may not exceed the maximum room capacity of 30 people.
Any meeting which is disruptive to the library is prohibited.
Organizations are responsible for arranging the room to suit their needs, returning the room to its original arrangement, and leaving the room in a neat, clean, and orderly condition.
The individual signing the agreement is personally responsible, as is the organization, for any and all damages that may occur to the community room, equipment, and/or furnishings as a result of the use of the facilities. If damage to or loss of equipment or furnishings has occurred, the group will be billed for the cost.
Amenities and Refreshments

The community room is equipped with tables and chairs. The user must provide all other supplies. Arrangements for the use of AV equipment must be made in advance. The library staff is not available to operate AV equipment.
The library does not provide storage for the property of organizations or individuals meeting in the community room and does not accept responsibility for materials that are lost or damaged.
Simple refreshments including coffee, doughnuts, and box or sack lunches may be served. The library does not provide utensils or dishes necessary for serving refreshments with the exception of a coffeepot. Neither cooking nor red punch is permitted.
The Woodward Public Library reserves the right to deny use of the community room to any organization or individual who knowingly violates any of the above guidelines.
Any individuals, groups, or organizations holding a meeting in the community room must fully release and discharge the Woodward Public Library, the library’s board of directors, the City of Woodward officers, agents, and employees from any and all claims from injuries, damages, or loss which may arise or which may be alleged to have arisen out of or in connection with the meeting.
The use of the community room by any organization does not necessarily constitute an endorsement of that organization’s policies or beliefs by the Woodward Public Library, the library’s board of directors, or the City of Woodward. The director in consultation with the Woodward Public Library Board of Directors must approve any exceptions to the Community Room Policy.