Select Page
Print Friendly, PDF & Email

Facilities Usage Policy
Approved: 04/27/2006
Facilities Usage Policy, Revised approved by the YDL Board of Trustees 11/15/2012 (Effective 12/01/2012)
Facilities Usage Policy, Revised approved by the YDL Board of Trustees 01/21/2010 (Effective 02/01/2010)
Facilities Usage Policy, Revised approved by the YDL Board of Trustees 04/27/2006 (replaces #8-Meeting Room & #24-Exhibit Space)
#8 Meeting Room & #24 Exhibit Space, Revised-Approved 08/26/2004
#8 Meeting Room & #24 Exhibit Space, New-Approved 01/24/2002

Ypsilanti District Library facilities are utilized to fulfill the primary mission of the Library. In order to fulfill this mission, YDL may allow the use of certain facilities; library meeting rooms, library grounds (Park Plaza area adjacent to YDL – Michigan Avenue), bulletin board, display and exhibition spaces – by public and non-public groups provided there is no conflict with Library scheduled events.

Library Meeting Rooms

As a public service, the Ypsilanti District Library’s meeting rooms are available for use by individuals and groups within the district. This service is offered regardless of the beliefs or affiliations of the individuals or groups requesting the use of these facilities.

Use of the meeting rooms does not imply endorsement by the library staff or the Library Trustees of the viewpoints represented. The Library’s programs and events will have first priority for meeting room spaces and any use that interferes with normal Library use is prohibited. The Library reserves the right to deny permission to use the meeting room or to substitute facilities.

Statement of Responsibility:

The Ypsilanti District Library does not assume and shall bear no responsibility whatever for personal injury to any member, affiliated person, guest, invitee or licensee of the using organization, or for the loss of, or injury or damage to, any property of the using organization, its members, affiliated persons, invitees of licensees.

The using organization and its individual members jointly and severally, assume and shall bear full responsibility for loss of, injury or damage to, any property of the Ypsilanti District Library as shall be caused or inflicted by the using organization, its members, affiliated persons, invitees or licensees.


Meeting room fee regulations:

  • A $50 per use will be required to book the Community Meeting Room.
    (This fee may be waived at the discretion of the Library Director or director’s designee)
  • Cancellation up to 48 hours prior to the scheduled event will result in the fee being returned to the person who placed the reservation on behalf of the group. To cancel a room reservation, the group’s agent must contact the library’s administrative office where the original reservation was placed.
  • In the event that the group does not appear to use the room as scheduled, the fee will be surrendered to the library. In the event that the group uses the room but causes damage to the facility, an additional amount may be assessed to the applicant of record to cover the cost of any necessary repairs.
  • When using a meeting room, no admission may be charged, and products and services may not be advertised, solicited or sold.
  • Meeting must be open to the public.
  • Groups may not imply in their advertising that their program is co-sponsored or endorsed by the Library unless written permission to do so is granted by the Director or his/her designee.
  • The hours of a group’s use must conform to Library hours. The Director or his/her designee must approve in advance any extension beyond normal operating hours. Any group whose meeting extends past closing time will be charged to defray the cost of the building supervisor’s time.
  • Meeting space users must comply with all library regulations regarding conduct, including the prohibition of smoking, alcohol, drugs, threatening or abusive behavior, possession of firearms or other lethal weapons, malicious destruction of Library property, and extensive littering.
  • The using organization shall leave the meeting room and facilities in a clean and orderly condition. The Library reserves the right to asses a fee for damage to furnishings, carpet or walls and/or for cleaning thereof.
  • Copyright restrictions apply to the use of the meeting rooms. Library meeting rooms and equipment may not be used to duplicate or show materials protected by copyright law (title 17, United States Code). Applicants may be liable for any infringement.
  • Events and participation in events must comply with the Library’s non-discrimination policy.
  • The Library reserves the right to hire security personnel for a particular function if deemed necessary by the Director or his/her designee, and the using organization will be billed for the cost.
  • Any press releases or publicity related to the exhibit is subject to editorial review by YDL’s Community Relations Department if applicable.

Library Grounds

The library grounds (including the Library Park Plaza) are open to the general public for informal use during regular library hours and special group events by prior approval by the Library Director or his/her designee.

  • Grounds are open and available for informal use during library hours as long as such usage does not conflict with scheduled library sponsored events.
  • Library grounds (including the Library Park Plaza) may not be reserved.
  • All Library policies apply to individuals using library grounds including the Library Park Plaza.
  • When using library grounds (including the Library Park Plaza), no admission may be charged, and products and services may not be advertised, solicited or sold.

Exhibits, Displays, Bulletin Boards Policy

The Ypsilanti District Library is open for specific and designated uses, including providing access to intellectual and cultural resources to the community it serves. When designated exhibit spaces within the facilities of YDL are not in use by the Library, space may be available for exhibits, displays and postings submitted from outside the library.

Distribution of printed materials in the public library to library patrons and staff is disruptive to the operations of the library and its use by the public. The distribution of pamphlets and flyers or other printed materials is not allowed in public library facilities without prior approval of the Director or the Director’s designee.

Bulletin Boards

  • Community groups, organizations, and individuals are welcome to use the public bulletin boards of the library (located near print stations at both facilities) as a public forum. Space is provided for items of an educational, cultural, civic, or recreational nature, rather than for commercial or political purposes. The bulletin board is a community service to publicize local groups, meetings, cultural events, non-partisan political events, fund-raising events for non-profit organizations, educational opportunities, or other services that are of a non-profit nature.
  • Materials on the bulletin boards may be seen by anyone who walks into the building – both children and adults. Therefore, postings must meet a standard acceptable to the community.
  • Items for posting will be submitted to and approved by the Community Relations Department of YDL.
  • The date items are received will be stamped, and the item will be removed after one month or when timeliness ceases.
  • Public posters, pamphlets, and flyers will be displayed as space permits on a first-come, first-served basis on Library bulletin boards. Items may be rejected for lack of space.
  • Only one item will be posted per event or function at each facility of the Ypsilanti District Library.
  • YDL does not necessarily advocate or endorse the viewpoints of organizations permitted to post notices on the Library bulletin boards. The Library accepts no responsibility for loss or damage to any item accepted for posting.

Exhibits and Displays

  • All exhibits, whether generated by library staff or the public, will be considered in terms of the standards listed below. Responsibility for the selection of exhibits rests with designated Library staff. The Library Director has final authority for approval of exhibits. The following will be considered when selecting or approving exhibits:
    • suitability of subject, technique, style, and format for intended audience
    • artistic expression
    • historical or local relevance
    • relation to other events or exhibits in the community
    • ease of installation
    • representation of an influential movement, genre, trend, or national culture
    • attention of viewers and the public
    • standard acceptable to the community
  • Approved exhibits are scheduled by the Community Relations Department of the Library.
  • Individual exhibitors or groups are limited to a single one-month exhibit annually. Educational groups may schedule exhibits more than once a year, provided there is space available. The Library’s need for exhibit space takes precedence over the public’s request to use such areas. In the unlikely event that the Library needs space previously scheduled, the Library would make every attempt to locate an alternate exhibit space in the Library or schedule a future exhibit time.
  • Each artist/group is responsible for transporting, hanging, and dismantling their own works exhibited at the Library. Library staff assistance is not available.
  • Each artist/group must sign the Exhibit Agreement and Waiver Form that releases YDL from any responsibility for loss or damage to works on display.
  • Exhibits must conform to the space restrictions of the exhibit area provided.
  • Any press releases or publicity related to the exhibit is subject to editorial review by YDL’s Community Relations Department if applicable.
  • Nothing may be attached to walls. Tape, labels, thumbtacks, or adhesives for signage may not be used on any of the walls in the Library.
  • The Ypsilanti District Library does not allow solicitation or selling of items in the Library. Artistic works for sale may be purchased directly from the artist, but only outside the Library.
  • No price tags may be affixed to the works exhibited or pricing lists distributed in the Library.
  • The Library will not provide storage or transportation for the property of exhibitors.
  • An artist may not transfer an exhibit reservation to another artist.
  • The Library does not insure articles or materials exhibited and is not responsible for theft or damage. Exhibitors must make their own arrangements for insurance.





Proposed Dates of Exhibit:
Organizational Affiliation:
Home Phone: Work Phone:
Description of Exhibit:

A written proposal for the exhibition, accompanied by this completed application form, must be submitted for consideration. The proposal must state clearly the theme of the exhibit, its content, the design of the display including physical dimensions and how the display can be placed specifically in the space available.

Is exhibition insured? Yes No (Please circle)

Waiver of Insurance

I have read and agree to abide by the Exhibits, Displays, and Bulletin Boards Policy of the Ypsilanti District Library. I hereby do not hold the Ypsilanti District Library liable for any damages, injuries, theft, etc. while said artist is displaying their works at the Library.

I agree to submit to the YDL Community Relations Department all related publicity and press releases for editorial review prior to their release.

Signature of Artist/Exhibitor: Date:
Signature of Library Representative: Date: