Policy Regarding Use Of Rooms
For Non-Library-Sponsored Activities

Click here to download the Meeting Room Reservation Form (PDF)

USE OF ROOMS POLICY
The Hancock County Public Library makes available certain space for use to non-library sponsored activities by civic, cultural, governmental, educational, political, or religious groups for non-commercial and non-profit purposes. Both the meeting and study rooms and the computer lab are available for such use; all other library space is reserved for library-sponsored activities.

The Hancock County Public Library makes available certain space for use to non-library sponsored activities by civic, cultural, governmental, educational, political, or religious groups for non-commercial and non-profit purposes. Both the meeting and study rooms and the computer lab are available for such use; all other library space is reserved for library-sponsored activities.

GENERAL POLICIES

• Groups’ use of meeting and study rooms must not interfere in the library's operations or minimize or disrupt the use and enjoyment of the library by its patrons.
• The library does not promote or endorse the views of any particular group or its policies, practices, or principles, irrespective of the forum in which they are presented.
• Meeting rooms cannot be used for any personal and family activities.
• The final decision pertaining to the use of the meeting and study rooms will rest with the library CEO. The library may impose reasonable time, place, and restrictions on the use of library meeting and study rooms.
• No alcoholic beverages are permitted on library property.
• All library locations are smoke-free properties.
• Office supplies or services such as copiers, fax machines, flip charts, or phone service are not available for use during non-library-sponsored activities.
• Users must leave the meeting rooms and the kitchen in original condition when the meeting ends.
• Items are not to be attached to walls, ceilings, or any other library property.
• The library reserves the right to change or cancel meeting and study room reservations at any time.

SCHEDULING

• Meeting and study rooms are available only during normal library hours, and meetings must adjourn ten minutes before closing.
• Use of meeting rooms will not be allowed to interfere with normal library operations.
• Adults must reserve a meeting room, and minors must be supervised by a responsible adult before, during, and following the activity.
• Advance arrangements must be made to use the library's multi-media equipment: TV/VCR/DVD, overhead projector, Web connections, music system, computer connection, power screens.

MEETING ROOMS

• Reservations at the Main Library may be made in advance by calling the information desk at (317) 462-5141, ext. 240. Reservations at the Sugar Creek Branch can also be made in advance by calling (317) 861-6618. Reservations for all meeting facilities must be confirmed in person by signing the "Meeting Room Use Request Form" before using the room.
• Reservations must be made one week prior to the date requested.
• Reservations are taken in the order received and will not be booked more than six (6) months in advance.
• A group may not schedule more than four (4) meetings in a calendar year in the main library's GBC Community Room without special permission from the library CEO.

Damage Deposit Fee - Main Library Rooms

• A $30 damage deposit, required for use of the main library's GBC Community Room, shall accompany each application. The deposit is refundable after deductions for damages, if any. Additional clean-up, stain removal, or damage in excess of the deposit will be billed to the group; and the full amount must be paid before another reservation will be approved.
• If the group fails to pay the billed damages, the Library reserves the right to pursue all legal remedies including costs and reasonable attorney's fees.

Room Rental Fee:

1. Monday through Friday: $25.00 per side per use (per use - morning, afternoon, and evening).
2. Saturday and Sunday: $30.00 per side per use (per use - morning, afternoon, and evening).

Technology Fees:

1. Monday through Friday: $30.00 per day (or portion thereof).
2. Saturday and Sunday: $25.00 per day (or portion thereof) PLUS $30.00 per hour.
3. Technologist on hand to assist throughout event: $30.00 per hour.

Kitchen Fee: $15.00

Kitchen and Refreshments

• Refreshments and non-alcoholic beverages may be served only in the meeting rooms. Food and drinks are not to be taken elsewhere in the building.
• Groups must bring their own set-ups (e.g., plates, silverware, cups, napkins, coffee, condiments).
• The kitchen adjacent to the GBC Community Room is equipped with counters, sink, electrical outlets, refrigerator, oven, microwave, and a coffee maker. The kitchen is not designed to accommodate preparing and serving full meals, so the use of a caterer is recommended.
• The kitchen must be cleaned and left in the same condition as found.

Damage Deposit Fee - Sugar Creek Branch Rooms

• A $30 damage deposit, required for use of the branch's Eli Lilly Technology Room, shall accompany each application. The deposit is refundable after deductions for damages, if any. Additional clean-up, stain removal, or damage in excess of the deposit will be billed to the group, and the full amount must be paid before another reservation will be approved.

Loss or Damage
The Library assumes no responsibility for loss or damage arising from the use of the meeting rooms by the group members or guests.

COMPUTER LAB, MAIN LIBRARY
HCPL will make the computer lab available to outside groups in an attempt to utilize the facility to its maximum potential. Availability is dependent on the schedule of library-sponsored classes, training and maintenance. In addition to the “Policy Regarding Use of Rooms for Non-Library-Sponsored Activities,” the following apply:

• The computer lab is intended for classroom education and requires an instructor (non-HCPL staff) to be in the room at all times.
• Use is limited to the software and programs already available on the computers. Other software may not be installed.
• To ensure the safety of minors, the library will run a background check on all adult instructors and chaperones working with those under the age of 18.
• Search information must be submitted to the library at least 10 days prior to the scheduled class session. An incomplete background check will result in cancellation of the session. Cost of the background check will be paid by the sponsoring group requesting use of the room.
• HCPL's “Policy on Patron Behavior” and “Policy on Unattended Children” apply, and sponsoring groups or individuals will be held responsible to ensure that there are no violations.

Fees and Deposit

• Room and technology fees apply to the computer lab. Fees must be pre paid. There will be no refunds unless a 24-hour cancellation notice is provided by the sponsoring group.
• HCPL requires a $30 damage deposit with each application. (See "Main Library Fees" of this policy.)
• The following fee schedule applies:
1. 1-10 people, $40 per hour
2. 11-20 people, $80 per hour
• Groups are expected to adhere to the time(s) reserved when using the facility. Additional fees can be incurred if class times exceed those requested. Fees will be assessed at the rate of $10 for each 15 minutes beyond the scheduled time.

STUDY ROOMS
Study rooms are also available at the Main Library. The following apply to the scheduling and use of study rooms.

• Study rooms may not be reserved more than one month in advance.
• Study rooms users are limited to two hours per day. The library reserves the right, based on community demand, to limit the number of days a group or individual may reserve a study room if necessary to serve the community's needs equitably.
• Study rooms may be reserved at the main library in advance by phoning the information desk at (317) 462-5141, ext. 240. Reservations may also be made in person and must be confirmed in person by checking in at the information desk.
• There is no charge for the use of study rooms.
• The study room user must present a Library card or personal identification at the time of the use of the study room.
• Users will be held responsible for any damage to a study room..

This policy is subject to revision at the discretion of the Hancock County Public Library.

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