Meeting room policies and procedures

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Philosophy

The goal of this policy, as outlined below, is to provide a comfortable atmosphere for meetings of organized, not-for-profit, and non-commercial groups and for-profit groups for the purpose of staff development only, at Library facilities. The policy is necessary to ensure that a reasonable atmosphere for all patrons utilizing the Library facilities is maintained. The policy is also designed to allow as many varied groups as possible the opportunity to utilize the available meeting rooms, computer training labs and Library facilities, so that a diversity of interest may be encouraged.

Definitions

1. A Group.

   A group normally consists of approximately six or more persons gathering for the purpose of conducting an organizational business meeting, or engaging in discussions or activities on any subject.

2. Qualifying Groups must be either:

   1. Not-for-profit.

      Non-commercial groups having at least one member residing within the Hamilton East Public Library taxing district. The group must have officers and a constitution or bylaws.
      • No rental fees are required for non-profit groups.
      • A security deposit is required.

   2. For-profit.

      Groups having at least one member of the group residing within the Hamilton East Public Library tax district. These groups may use the room for staff development purposes only.
      • Daily rates for for-profit groups are $50.00 for up to 4 hours and $100.00 for anything over 4 hours for the use of a meeting room and $100.00 for up to 4 hours and $200.00 for anything over 4 hours for the use of a computer training lab.
      • Library Administration, based on labor requirements, will determine a fee for the installation of custom software in the computer lab.
      • A security deposit is required.

All activities held in the meeting rooms and/or computer training lab, must be free. Private parties (i.e. birthdays, reunions, showers) are not permitted. Endorsement of sales of a service or product is prohibited except in support of the library.

Acceptable Programs

The meeting rooms and computer training labs are available for Qualifying Groups holding meetings for their members only. If a Qualifying Group wishes to hold a meeting which will be open to the general public, it must be a joint Library/Group program and, as such, will be governed by the following guidelines, as well as those stipulations set out in the Adult Programming policy. Group meetings that are advertised to the general public that are not co-sponsored by the Library will not be permitted.

Hours of Availability

The meeting rooms shall be available Monday through Thursday between the hours of 9:00 a.m. and 8:45 p.m., Friday and Saturday between 9:00 a.m. and 5:15 p.m., and Sunday between 1:30 p.m. and 5:15 p.m., during days that the Library is open to the general public. 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 give adequate notice of cancellation.

Scheduling

The Library Director and/or Assistant Director shall determine whether the group meets the guidelines. Under no circumstances may any organization reserve a meeting rooms more than twenty-four (24) times per calendar year. The Library Director and/or Assistant director may limit reservations to fewer times per year, as the intent of this policy is to allow as many groups as possible use of the meeting rooms.

Reservations must be made in writing on Room Reservation Forms and must be submitted no fewer than seven (7) days prior to a proposed meeting date. No request for meeting space shall be considered until the Outreach Department has received a completed form.

Each organization shall assume full responsibility for any damages 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.

All groups shall be required to make a damage deposit of $30.00, which shall be returned within a reasonable time if there are no damages or extra cleaning services required following the meeting. Any damages or cleaning in excess of the amount of the deposit will be billed to the organization within thirty (30) days following the event and prompt remittance of those damages will be required before further reservations will be honored or accepted. In the event the group or organization fails to remit the damages pursuant to the invoice, the Hamilton East Public Library specifically reserves the right to pursue these damages in a court of law with the understanding that the group or organization, if found liable, will be responsible for the damages, as well as the costs incurred in pursuing those damages and reasonable attorney's fees required by the action.

Capacity

Noblesville Meeting Rooms:

• N169 (south) shall not be booked for fewer than 6 or more than 61 persons at tables or 130 persons (chairs only).
• N168 (north) shall not be booked for fewer than 6 or more than 50 persons.

Fishers Meeting Rooms:

• F178 (east) shall not be booked for fewer than (6) or more than 50 persons.
• F179 (middle) at the Fishers Library shall not be booked for fewer than 6 or more than 150 persons.
• F180 (stage) at the Fishers Library shall not be booked for fewer than (6) or more than (50) persons.

Computer Training Classrooms

• Computer Training Classrooms shall not be booked for fewer than 4 or more than 12 persons.

Parking

Parking is available at both library facilities. Patrons at the Fishers Library location may want to park in the East parking lot closest to the railroad tracks for easy access to the meting room complex or in the main parking lot for access through the main (south) doors.

Children

Children shall be provided with adult supervision before, during, and after programs and group events, and should not be left to entertain themselves and use the library without adult supervision. Trips to the restroom and into and out of the building also require appropriate adult supervision.

Noise and Disruptive Behavior

If any activities of a group become disruptive to Library patrons or staff, the $30 damage deposit may be forfeited, the group may be asked to leave, and further use of facilities may be denied.

Beverages and Food

No alcoholic beverages are permitted in the buildings or on the grounds of the Library. Additionally, tobacco is not permitted in the building. Groups utilizing library rooms should be aware that any additional clean-up or stain removal that is required will be subject to the damage deposit and/or additional charges if necessary. Food and beverages are not permitted in the computer classrooms.

Supplies and Services

The group or organization using the room is responsible for setting up the room for its use. It is also responsible for restoring the room to its original condition when the meeting is over. Tables, chairs, floors, and the kitchen areas need to be straightened and cleaned following the meeting. Groups are responsible for removal of leftovers, garbage, including disposable table service and/or other products.

The Library will provide:

1. Tables and chairs
2. A kitchen sink, counter and cabinet space, microwave and limited refrigeration space
3. Trashcans with liners, when these items are available.

The Library does not provide:

1. Paper goods
2. Catering service.

The Library has audio/visual equipment that is available to rent through the Circulation Department.

Limited technical support is available for the set up of the computer classrooms.

The Library staff has volunteers who can give guided tours or provide programs for your group if advance notice for these services is made.

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.

Reservation Forms

• Not for profit request form
• For profit request form

For more information, contact the Outreach Department at (317)773-1384, Option 5, or via email at stewartm@hepl.lib.in.us.