Library policies

1. Purpose of the Policy

This policy governs the safe, lawful and equitable use of Coventry Libraries’ meeting rooms, event spaces, open areas and outreach points. It includes public events, talks, workshops, community sessions, information tables, third‑party hire and informal group use. It ensures compliance with safeguarding, neutrality, accessibility and health & safety requirements.

2. Guiding Principles

Legal & Ethical Framework

• Public Libraries and Museums Act 1964
• CILIP Ethical Framework (intellectual freedom, impartiality, equality and diversity)
• CILIP/Arts Council England: Managing Safe and Inclusive Public Library Services

Intellectual Freedom & Neutrality: Events may express a wide range of lawful viewpoints without implying endorsement by Coventry Libraries. Decisions about hosting events are made in line with national professional guidance supporting intellectual freedom, such as the CILIP Safe and Inclusive Public Library Services framework, which stresses the importance of freedom of expression within legal limits.

Safe & Inclusive Spaces: All activities must maintain the safety, dignity and wellbeing of library users, including children and vulnerable adults. This principle reflects national guidance on ensuring that public spaces are safe, welcoming and inclusive for all communities.

Accessibility: Organisers must inform the library of any accessibility needs so that reasonable adjustments can be considered. Meeting spaces should be used in ways that support equal access in line with UK equality legislation referenced in national public library guidance.

Transparency & Fairness: Decisions follow consistent, documented criteria, are grounded in professional ethics (e.g., impartiality and evidence‑based decision‑making), and are aligned with national guidelines for managing public events and the appropriate use of public space.

Compliance with Library Byelaws & UK Law: All organisers, attendees, and activities must comply with Coventry Libraries’ Byelaws, which set expectations for behaviour and prohibit actions that compromise safety or disrupt the library environment. Activities must also comply with relevant UK legislation (e.g., equality, safeguarding, health & safety, and copyright law), as reinforced in the national CILIP/Arts Council guidance.

3. Room Availability, Types and Facilities

Coventry Libraries operate across a range of locations, each offering different types of spaces and facilities. While some libraries provide dedicated private meeting rooms, others offer semi‑private areas, flexible community spaces, or open zones suitable for group activities, information tables or public events. Availability varies by site, and not all libraries are able to accommodate every type of booking. All bookings, whether for private meetings, public events, community sessions or information stands, are subject to the same overarching conditions set out in this policy and apply consistently across every Coventry Libraries location, regardless of room type, size or level of privacy. Booking forms include details of facilities and available equipment at each corresponding location.

4. Marketing and Promotion

Any public advertising for events must refer to the service as Coventry Libraries and, where relevant, name the specific venue (e.g., Central Library). Promotional materials must follow Coventry City Council communications standards and comply with the Library’s Poster and Display Policy. Coventry Libraries may choose whether to share, promote or collaborate on external content via its social media channels (tag: @covlibraries).

5. Opening Hours and Access

Library opening hours are advertised online. All bookings must vacate the rooms 15 minutes before closing. Out‑of‑hours use must be agreed in advance and is subject to additional charges.

6. Booking Requirements

All bookings must be made using an official booking form. A booking is not confirmed until approved by the Head of Service or delegated managers and required fees are paid. Coventry Libraries may cancel bookings with seven days’ notice or immediately where safety or byelaw breaches occur.

7. Eligibility & Exclusions

Events may be hosted where they contribute to the aims of the Library Service. This includes:

• Cultural, arts, heritage and literary events
• Educational, skills‑based or informational sessions
• Community, civic and charitable activities
• Health and wellbeing events delivered by reputable providers
• Public‑interest organisations (e.g., NHS, Police, public safety, consumer rights)
• Commercial bookings for meetings, training or neutral information sessions
• Activities that support community cohesion, creativity or learning in line with national public‑library guidance

All accepted events must align with the principles of safety, neutrality, accessibility and inclusion, as outlined in national guidance.

Events will not be permitted if they:

• Breach UK law or Coventry Libraries’ Byelaws
• Promote party‑political campaigning or lobbying, or aim to influence voting or political outcomes
• Seek to convert individuals to a religious belief
• Contain harmful, discriminatory, offensive or exclusionary content, including content targeting protected groups
• Solicit donations, fundraising or petitions unless expressly authorised
• Promote commercial goods or services (except where the content is clearly informational and in the public interest)
• Encourage illegal behaviour, unsafe activities, or substance misuse
• Include inappropriate themes, content or imagery for children or vulnerable groups
• Include commercial advertising, except where it is factual, neutral and not promoting paid services
• Are likely to cause alarm, distress, harassment or provoke confrontation, undermining the library’s duty to maintain safe and inclusive public spaces
• Contain demonstrably misleading, false or deceptive information, including misinformation or disinformation
• Include extremist, radicalising or inflammatory content, even where not unlawful, in line with national guidance on controversial materials
• Contain graphic, explicit or disturbing imagery unsuitable for a mixed‑age, public environment
• Compromise safeguarding responsibilities towards children or vulnerable adults
• Misrepresent or falsely imply endorsement by Coventry Libraries, Coventry City Council or another public body.

8. Safeguarding for Children & Vulnerable Adults

Events involving children or vulnerable adults must comply with Coventry City Council safeguarding policies. External organisers may be required to submit safeguarding statements and relevant risk assessments. Appropriate supervision ratios are mandatory. Content must be age‑appropriate and non‑harmful. Staff may terminate events posing safeguarding risks.

9. Health & Safety Responsibilities

Organisers are responsible for the safety of attendees and must share evacuation information before activities begin. All attendees must sign the attendance register where required. Cinematograph exhibitions must not be shown before 10:00. Smoking is prohibited throughout the building. Organisers must ensure safe movement for attendees with mobility issues, including evacuation.

10. Conduct & Behaviour

All attendees must comply with library conduct standards and byelaws, and any disruptive, unsafe, discriminatory, or abusive behaviour may result in an event being terminated. Decorations, flags or signage may only be displayed with prior approval, and no notices may be affixed to walls, doors or other surfaces without permission. Content, materials and language used at children’s events must be age‑appropriate and must not include themes unsuitable for children or vulnerable groups. Events covering sensitive subjects—such as health, bereavement, abuse or mental health—must be discussed with library staff in advance to ensure a suitable space, appropriate content warnings and the necessary safeguarding measures are in place.

11. Information Tables, Research & Outreach Stands

Permitted only for neutral, informational purposes. Staff may request advance review of materials. External representatives must not pressure customers or collect personal data without appropriate consent. Stands must not obstruct access routes or compromise safety. Research activities may only take place with prior approval and completed in a way that does not interrupt library users or interfere with scheduled groups. Approaches to organised groups must be pre‑arranged, and all customer participation must remain strictly voluntary.

12. Risk Assessments

Events may require a documented risk assessment. External organisers may be required to provide copies of relevant risk assessments. Staff may impose mitigation controls or decline bookings where risks cannot be safely managed.

13. Fees & Charges

Fees apply according to commercial or community/charitable status. Out‑of‑hours surcharges apply. Fees are displayed on the Coventry City Council website and on in‑library posters. The Head of Service may authorise free use for events promoting library services.

14. Damage, Loss & Liability

Organisers are liable for any damage caused to the building, furnishings or equipment. The Library Service is not responsible for lost or damaged property brought onto the premises. Organisers must indemnify the Council against costs arising from copyright breaches or other legal infringements.

15. Advertising & Promotion

All promotional materials must make clear that the event is organised by the hirer, not Coventry Libraries. Materials must not be displayed on library premises without approval. Library staff may withdraw approval if necessary for safety or neutrality.

16. Out‑of‑Hours Use

Use of library facilities outside normal opening hours is permitted only with prior agreement, subject to staffing availability and out‑of‑hours fees. All events must finish in time to allow full building closure procedures.

17. Review & Governance

This policy is reviewed every 24 months, or earlier if legislation, byelaws or national library guidance changes. It is owned by the Head of Service, Coventry Libraries and Information Service.