Purpose
The Guilford Free Library (“the Library”), in keeping with its mission of promoting knowledge, ideas, and cultural enrichment, develops and presents programs (also referred to as “events”) that provide information, learning, and entertainment. Programming is an integral component of Library services that promotes and complements the Library’s other services and collections. It supports the Library’s role as the center of the community. Programs are provided for the interest, information, and enlightenment of all residents and aim to represent a wide range of varied diverging viewpoints and will provide access to content that is relevant to the research, independent interests, and educational needs of residents. The Library recognizes the importance of displays and programs as resources for voluntary inquiry and the dissemination of information and ideas and to promote free expression and free access to ideas by residents. This policy provides guidelines for the development, management, and oversight of programs presented by the Library.
Key Definitions
A Library program is a free event, virtual or in-person, planned by the Library staff for the benefit of those members of the public who opt to attend. It may involve outside presenters, facilitators, or performers and may be presented in cooperation with other entities. Note: Use of a public meeting room by an organization or individual to hold a public event is not a Library program.
Scope
This policy applies to all Library programs.
Roles and Responsibilities
The Library Board delegates development, presentation, and oversight of programs to the Library Director and staff.
The Library Director, Head of Reference & Adult Services, Head of Children’s Services, and Teen Services Librarian are accountable for planning, scheduling, and implementation of programs.
Designated Library staff are responsible for the development, coordination, and supervision of Library programs. The final responsibility for the library program is held by the Library Director or designated department head, but day-to-day responsibility is shared by library employees throughout the library who are professionally trained to curate and develop programs.
Attendees are responsible for complying with the Library’s Code of Conduct.
Procedures:
1. Program Selection: The Library strives to present programs that are educational, informational, cultural, or recreational and avoids programs that do not meet these standards. Topics, content, and timing of Library programs are developed with consideration of available resources and keeping community needs and interests in mind. Program selection is based upon the suitability of topic, format, and intended audience. A program will not be excluded because its topic may be regarded by some as controversial. Library sponsorship of a program does not constitute or imply an endorsement of the content or of the presenter of the program. The library provides programs created or curated by librarians or staff members of the Library as well as allowing at its sole discretion displays and programs created by members of the public or community groups and exhibited in the Library.
a. Library programs must have an educational, informational, cultural, or recreational value to the community. Programs of a purely commercial nature or those designed for the solicitation of business will not be offered by the Library.
I. Businesses and groups that wish to offer a program at the library for their own benefit must adhere to library program policies; proposed programs must provide added value to attendees beyond being a simple advertisement for their services. Library programs presented by outside groups are at the discretion of the designated librarians. Library programs presented by outside businesses or groups which have a commercial interest in reaching members of the library community must be made at no cost to the Library and at no cost to the attendees. Outside groups may not solicit attendees for money (i.e. – ask for tips or donations).
ii.Outside groups and businesses wishing to present library programs will not require attendees to provide personal or contact information, nor shall they imply that collection of this information is required to attend. The Library shall not share patron or attendee information with any outside business, group, person, organization, etc., except as deemed appropriate for the execution of the program (i.e. – materials for a class emailed to participants) and with prior approval by registered attendees. Any information provided is to be used solely for the logistical execution of the program and will not be used for commercial purposes (i.e. – soliciting business, adding to mailing lists, etc.). Outside businesses, groups, etc. providing informational, educational, or recreational programs to the public may distribute information for their business to attendees on a voluntary basis (i.e. – have brochures, business cards, etc. out on a table). Nobody is required to take information from or sign up for anything with the outside entity in order to attend.
b.Programs that support or oppose any political candidate or ballot measure will not be approved or offered by the Library. However, educational programs, such as candidate forums that include invitations to all recognized candidates, may be offered.
c. Programs that support or oppose a specific religion will not be approved or offered.
Programs are planned to be inclusive of all cultures and of all religions and no religion.
Library programs may address religious themes to educate or inform, but not to promote, observe, or proselytize a particular religious conviction. Holiday programs may be offered for the entertainment of Library patrons and do not constitute endorsement of any religion or religious institution.
d. Programs that are intended to raise funds for outside organizations will not be hosted or endorsed by the library and will not take place on Library premises. Sale of any materials at the library is prohibited without express permission from the Library, and must follow Library guidelines.
i. Persons wishing to engage in sales on library premises must be approved by the Library Director in advance.
ii. Wares for sale may not be obscene, pornographic, or harmful to minors.
iii. Wares for sale must take place in conjunction with an approved program, such as an author visit, or display (see Art Gallery Policy).
iv. Sales are temporary in nature for a designated amount of time set by the library director. There shall be no permanent or long-term displays advertising items for sale at the library.
v. Monetary transactions will be the responsibility of the person/group/etc. which is selling their wares. The Library and its staff shall not be responsible for sale or security of non-library property.
vi. Outside groups which are approved to sell their wares at the library will be obligated to donate 10% of their sales proceeds to the Guilford Free Library. In-kind donations in lieu of cash/check are at the sole discretion of the Library Director and the library is not obligated to accept in-kind or material donations of the seller’s wares as payment.
2. Program Development, Coordination and Supervision: Library programs may originate from Library staff, partnering institutions, or members of the public. In the event of a co-sponsored program, supervision of the program may be delegated to the co-sponsoring organization depending upon the timing and venue of the program. All programs sponsored or co-sponsored by the Library, however, must abide by this policy regardless of where they are hosted. The library is under no obligation to host a program suggested by outside persons or entities.
3. Program Access: Library programs are free and open to the public on a first-come first-served basis and may be limited based on capacity of the space or guidelines of the presenter. Registration may be required in advance as indicated by program publicity information on the library website. Attendees not registered for registration-required programs will not be admitted into said programs without the approval of the supervising librarian, staff member, or presenter in charge of said programs.
For programs targeted to a specific audience, e.g. children or teens, and promoted as such, registration may be limited to those individuals as the Library deems appropriate. Any individual requiring accommodation to participate in a Library program should contact the Library two weeks prior to the program. The Library reserves the right to bar admittance or registration to a program any patron who frequently (3 or more times in a year) registers for a program of limited capacity and no-call-no-shows or informs the library of their intended absence less than 24 hours in advance, making it difficult or impossible for waitlisted patrons to enroll or attend desired programs. Patrons 10 or more minutes late for a limited-capacity program may have their spot forfeited to a waitlisted patron who is present on time. Patrons who do not adhere to the library’s code of conduct or who prove disruptive to a library program or programs may be barred registration or attendance from future programs at the library’s discretion.
4. Virtual Program Delivery: Some Library programs may be offered using a Library-approved virtual meeting platform that registered patrons may use to access the virtual program from their own internet-enabled devices. This may include programs that are simultaneously run at the physical Library as well as programs that are offered only virtually. While hosting the virtual program, Library staff, partnering organizations, and program facilitators will follow industry standard best practices for virtual events. Some virtual programs may be pre-recorded and broadcast via the internet or recorded as presented for later viewing. In the event an interactive program is being recorded, attendees will be informed of that fact at the start of the program.
Live virtual programs require advance registration. Registered participants will receive via email a link to log on to the program and must not share that link with others. Information collected during the registration process will be used only to communicate information about that program or to confirm eligibility to participate in that program. Patrons attending virtual programs are expected to adhere to the Library’s Code of Conduct and failure to do so may result in their immediate removal from said program. The Library will make all reasonable efforts to ensure the digital security of virtual events, however attendees must understand that all online activity carries some degree of risk. Patrons are required to provide their own equipment and internet connection to attend virtual programs. The Library will make a good faith effort to utilize platforms that will be compatible with the widest array of hardware and software, but makes no guarantee that every patron will be capable of accessing every Library program successfully. Nor can the Library guarantee the quality of the audio, video, or internet connection of program presenters or attendees.
5. Program Materials: Books, CDs, DVDs or other ancillary materials related to the content of a program may be offered for sale at a Library program as a convenience to attendees, providing it follows the guidelines for sales stated in section 5d of this policy. Attendees are under no obligation to purchase anything. The Library may also provide related library materials for borrowing at programs. Patrons must check all library materials out at the appropriate circulation station before exiting the library, which may not be located in the same room as the program.
6. Program Evaluation: To provide the highest quality and most useful programming,
Library staff will gather information about program results to guide future programming decisions. Outputs, such as the number of attendees at a program, will be gathered for all or almost all programs. Outcomes, such as how well the content of a program helped attendees learn about the program’s topic, will be gathered at times when such data is required for grant reporting or would be helpful in evaluating a new program topic or format.
7. Procedures for the Questioning of Library Programs by Patrons: The Library limits consideration of requests to reconsider materials, displays, or programs to individual residents of Guilford, Connecticut. Requests for reconsideration must be made in good faith and provide substantial arguments to be reviewed. Due to the logistics and timely nature of library events, the procedure for requesting reconsideration of programs is accelerated and does not allow for multiple appeals or deliberation. Patrons must make their request for reconsideration of a library program no less than four weeks prior to the start of the program or event. The program will remain on the library’s calendar, website, etc. while it is being reviewed. Patrons must fill out a Request for Reconsideration form and submit it to the head of the department which is hosting the program in question (i.e. – Adult, Teen, Children’s). The department head will make a decision within one week of receiving the request and communicate the decision to the library patron. A patron may appeal the decision to the Library Director no less than two weeks prior to the start of the program or event. The decision of the Library Director is final. Any program or series that is considered for review, regardless of outcome, may not be reconsidered for removal sooner than 3 years after the date of the previous filed form. Patrons may not file more than 5 requests for reconsideration total (between programs, displays, and materials) per year. All library materials, displays, and programs are evaluated and made accessible in accordance with the protections against discrimination set forth in section 46a-64 of the general statutes.