Hartford Public Library’s Program and Events Policy
Purpose:
Hartford Public Library’s Programming Department is committed to realizing HPL’s vision by collaboratively working with the community to develop programs for all ages that reflect the interests of Hartford’s diverse community and partnerships that center community priorities, voice and engagement through collective action that helps inspire reading, guide learning, and encourage individual exploration.
HPL programs must be free and open to the public regardless of race, ethnic origin, place of origin, citizenship, color, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, and will be developed with consideration for the principles of accessibility, justice, equity, diversity, and inclusion. These include, but are not limited to, access for persons with disabilities, and delivery at times and locations and through channels that maximize convenience for Hartford residents and encourage attendance.
HPL programs will respond to community needs and interests and support the priorities in HPL’s Strategic Plan. Programs may be developed in response to requests from the City of Hartford in support of specific City service goals.
Library programs should be provided for the interest, information, and enlightenment of all residents, represent a wide range of varied and diverging viewpoints, provide access to content that is relevant to the research, independent interests and educational needs of residents and highlight the importance of programs as a resource for voluntary inquiry and the dissemination of information and ideas and to promote free expression and free access to ideas by residents.
At the discretion of the Library’s President and CEO, a fee may be permissible for certain types of library-initiated programs or events.
Definition of a Library Program or Event:
A Library program is an 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 is not considered a Library program.
Roles and Responsibilities:
The Library Board delegates development, presentation and oversight of programs and events to the President and CEO and staff.
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 President and CEO, but day-to-day responsibility is shared by Library employees throughout the Library that are professionally trained to develop programs and facilitate partnerships.
Attendees are responsible for complying with the Library's Code of Conduct.
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.
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.
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 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 Customers.
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 must abide by this policy regardless of where they are hosted.
3. Program Access: Library programs are free and open to the public on a first-come first-serve basis. Registration may be required in advance online or at the door. For programs targeted to a specific audience, e.g. children or teens, and promoted as such, preferential admission may be offered to those groups on a first-come first-serve basis, 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 using the Accessibility Accommodation Request Form.
4. Virtual Program Delivery: Some Library programs may be offered using a Library- approved virtual meeting platform that registered Customers 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 may 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.
Customers attending virtual programs are expected to adhere to the Library’s Code of Conduct Policy 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.
Customers 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 Customer 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 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.
6. Program Evaluation: To provide the highest quality and most useful programming, Library staff may 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 Requesting Review or Reconsideration of Library Programs
The Library limits consideration of requests to reconsider material, displays, exhibits or programs to individuals residents of Hartford. Please see our Request for Reconsideration Policy and reconsideration form for further information on this process.
All Library programs and materials are evaluated and made accessible in accordance with the protections against discrimination set forth in section 46a-64 of the general statutes.
The Library welcomes expressions of opinion from any library customer concerning programming. If a customer questions a library program, they should first address the concern with a library staff member. Customers who wish to continue their request for review of library programs must submit the Request for Reconsideration form. Requests for review of programs will be considered in the same manner as requests for reconsideration of library materials as outlined in the Library's Reconsideration and Review Policy.
Additional Information
HPL as a Venue
HPL serves as a venue - to an individual or organization seeking to reserve space at the Library through HPL’s Meeting Space Policy and Procedures for a meeting, program, or event. Allowing an individual or group to use a Library meeting space will require Library staff support to make that space operable. A fee may be charged for special support needs or for use after regular Library hours of operation.
Use of Library space and services in no way implies an endorsement of the individual or group’s beliefs, policies, practices, or program. Use of Library space for a program, meeting or gathering does not constitute an endorsement of the content of the program, or the views expressed by participants.
Developing Programs
Any HPL manager, head of department and division or staff interested in developing programs can work collaboratively with the Programming Department and community partners to plan, coordinate, and deliver programs that reflect the service needs and interests of the local community.
All program developers are accountable for ensuring compliance with the Program Policy in their respective areas.
HPL Partners and Presenters
The Library draws upon other community resources in developing programs and actively partners with other community agencies, organizations, educational and cultural institutions, or individuals to develop and present public programs.
Generally, external presenters delivering programs will not solicit business, customers or volunteers, or market their commercial products or services. Exceptions made in service of strategic objectives must be approved by the Library’s President and CEO or designee.
Program presenters/facilitators must always ensure the dignity and safety of the public and staff in accordance with HPL policies and standards. Misrepresentation of a program, a likelihood of physical hazard to participants or audiences, a likelihood of misuse of premises or equipment, non-compliance with HPL policies, including the Rules of Conduct, may constitute reasons to terminate a program.
Approved by the Hartford Public Library Board of Directors: October 9, 2025
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Phone: (860) 695-6300
