Program & Presenter Guidelines
Before submitting a proposal to hold a program at Live Oak Public Libraries (LOPL), please review the following guidelines:
Live Oak Public Libraries provides programs for adults, teens, and children that are informational, educational, cultural, and recreational. We collaborate with community volunteers and partners to offer programs that align with our mission and priorities.
The Library organizes its own programming year-round but also allows for independently organized events by providing space for use. In some cases, LOPL co-sponsors or collaborates with third parties to host programs.
Independent Use of Library Space
Presenters who wish to independently use a library space can reserve a meeting room. Visit liveoakpl.org/meetings for more details.
Definition: A program is an event sponsored or hosted by the Library in collaboration with a community volunteer or partner organization. Programs are designed to inform, educate, entertain, or engage the community. They reflect the diversity and wide range of ideas represented in our materials collections and the communities we serve.
Approval: The Library Executive Director or their designee has final approval for all library programs. Decisions are guided by library policies set by the Regional Board of Trustees.
Free and Open Access: All programs must be free and open to the public.
Educational Content: If a presenter represents a business or organization, program content must remain educational or informational. Promotional materials or business cards may only be shared upon an attendee’s request following the program. Sales, solicitations, or donation requests are prohibited unless explicitly approved in advance.
Liability Requirements: Programs involving liability concerns may require a Certificate of Insurance (COI) naming Live Oak Public Libraries as an additional insured.
Library Discretion: Library Leadership decides whether to sponsor or host a program. Approval of a program does not obligate the Library to sponsor or host similar programs in the future.
If pre-registration is required, it will be managed by Library Staff. Registration lists will not be shared with presenters or used for commercial purposes. Attendance sheets will not be retained by either the Library or the presenter.
The Library may assist with promoting collaborative programs through its website, calendar, flyers, and social media, subject to time, space, and staff approval.
Partnering with an organization to promote a program does not imply endorsement.
Volunteer presenters may need to complete a Volunteer Application Form, which includes consent to a background check.
LOPL will respond to programming requests within ten business days.
Partnered and collaborative programs must be confirmed at least 60 days before the proposed date. Exceptions require Library Leadership approval.
By following these guidelines, we aim to ensure all programs meet community needs and align with the Library’s mission. Thank you for your interest in partnering with Live Oak Public Libraries!