MEETING ROOM POLICIES AND PROCEDURES
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1 MEETING ROOM POLICIES AND PROCEDURES MEETING ROOMS The Library provides public space for meetings of organized groups. All groups using the meeting rooms will be required to abide by the rules governing the use of the Library and meeting rooms. Failure to comply will result in the cancellation of further use of Library facilities. Groups accept responsibility and agree to pay the Library for any damages to the room and/or equipment that may occur during use of the meeting rooms. The room must be left as it was found. Litter must be bagged and placed next to the trash receptacle. Absolutely no liquids should be placed in trash bags. Extra trash bags are available. Library equipment and furnishings, including tables, must be protected from damage by glue, paint, heat, etc. Candles may be used for decoration, but may not be lit. Library personnel have free access to enter any meeting room at any time. The Library Board has vested in Library personnel the authority to supervise meeting room use and to interpret policy; however, final authority rests with the Library Director. GROUPS The meeting rooms and computer training labs are available for groups of six (6) or more persons gathering for the purpose of conducting an organizational business meeting or engaging in discussions or activities.
2 QUALIFYING GROUPS MUST BE EITHER: a. Not-for-profit, non-commercial groups Not-for-profit groups must have at least one member residing within the Library s taxing district No rental fees are required for non-profit groups. A HEPL library card in good standing of one of the group members will be required to reserve meeting rooms. b. For-profit groups For-profit groups must have at least one member of the group residing within the Library s taxing district. These groups may use the room for staff development or staff training purposes only. Daily rates for for-profit groups are: For meeting rooms - $50.00 for up to four hours and $ for anything over four hours For computer training classrooms - $ for up to four hours and $ for anything over four hours A HEPL library card of one of the group members will be required to reserve meeting rooms. Failure to cancel reservation through online reservation software may result in the group being disallowed future use of Library meeting rooms. Fees will not be charged, or will be refunded, if cancellation is received at least 24 hours prior to the scheduled meeting time. All activities held in the meeting rooms and/or computer-training classrooms must be free to attendees. Private parties (e.g. birthdays, reunions, showers, etc.) are not permitted. Endorsement or sales of a service or product is prohibited except in support of the Library.
3 AVAILABILITY Meeting rooms are available Monday through Thursday between the hours of 9:00 a.m. and 8:30 p.m., Friday and Saturday between 9:00 a.m. and 5:00 p.m., and Sunday between 1:30 p.m. and 5:00 p.m., during days that the Library is open to the general public. Times may vary during special or emergency closings. All Library programs or other regular Library functions shall have priority over meetings of groups. In the event a conflict arises after the scheduling of the group meeting, the Library will endeavor to change meeting location or give adequate notice of cancellation. SCHEDULING Reservation requests must be submitted through online reservation software no fewer than seven (7) days prior to a proposed meeting date. For fairness and equity in scheduling, requests cannot be considered until the Community Relations and Marketing Department receives a request through online reservation software. Use of the meeting rooms by groups or organizations is limited to no more than eighteen (18) times per rolling 12 month period per group or organization. The Library reserves the right to limit availability to less than eighteen (18) times per calendar year due to space constraints and/or the existence of competing interest for a particular time as the intent of this policy is to allow as many groups as possible use of the meeting rooms. RESPONSIBILITY Each organization shall assume full responsibility for any damages and/or cleaning charges and shall authorize an individual to make reservations on its behalf. Rooms shall be reserved on a first-come, first-served basis with the understanding that Library sponsored events shall have priority over all other group requests. Any damages or additional cleaning costs will be billed to the account of the HEPL cardholder on file with the group s reservation.
4 CAPACITY Noblesville Meeting Rooms: Meeting Room A (South Meeting Room - N169) This meeting room provides eight (8) tables and a quantity of chairs, and can seat twenty-four (24) guests at tables or seventy (70) guests with chairs only. Meeting Room B (North Meeting Room - N168) This meeting room provides twelve (12) tables and a quantity of chairs, and can seat thirty-six (36) guests at tables or seventy-five (75) guests with chairs only. Meeting Room C (Second Floor Meeting Room - N249) This meeting room provides six (6) tables and a quantity of chairs, and can seat eighteen (18) guests at tables or nineteen (19) guests with chairs only. Computer Training Classroom (Second Floor) This training classroom is available for groups wishing to conduct computerspecific training programs only. There are 14 computer stations available. Fishers Meeting Rooms: Meeting Room A (East Meeting Room - F178) This meeting room provides eight (8) tables and a quantity of chairs, and can seat twenty-four (24) guests at tables or thirty (30) guests with chairs only. Meeting Room B (Center Meeting Room - F179) This meeting room provides twelve (12) tables and a quantity of chairs, and can seat thirty-six (36) guests at tables or one hundred (100) guests with chairs only.
5 Meeting Room C (Stage Meeting Room - F180) This meeting room provides six (6) tables and a quantity of chairs, and can seat eighteen (18) guests at tables or thirty (30) guests with chairs only. Computer Training Classroom (Lower Level) This training classroom is available for groups wishing to conduct computerspecific training programs only. There are 14 computer stations available. FOOD AND BEVERAGES IN MEETING ROOMS Groups using Library meeting rooms may bring in light refreshments to be consumed within the meeting room. The use or serving of alcoholic beverages shall be allowed only by Library or Library-auxiliary groups having proper permits and using proceeds to benefit the Library. Additionally, use of tobacco is not permitted in the building. Groups using Library meeting rooms should be aware that any additional clean up or stain removal that is required will be subject to charges if necessary. Food and beverages are not permitted in the computer training classrooms. SUPPLIES AND SERVICES The Library will provide a specific number of tables, chairs, and trashcans with liners in each meeting room. Access to a sink, counter and cabinet space, microwave, and limited refrigeration space may also be available. The Library does not provide paper goods or catering service. The group or organization using the room is responsible for removal of leftovers, including disposable table service and/or other products, and ensuring that all garbage is in the appropriate receptacle. Each meeting room offers access to basic AV equipment located within each room. Each group is expected to provide such resources as needed to use the equipment that has been requested. Any damages to HEPL s AV equipment may be subject to charges.
6 The Library Administration and staff will be glad to work with you to make the use of the meeting room a pleasant experience. By observing the above guidelines, the experience will be a positive one for your group, as well as other Library users. For more information, contact the Community Relations Department at communityrelations@hepl.lib.in.us or by calling
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