Michigan City Public Library Michigan City, Indiana Special Services Meeting Room

Purpose ~ Types of Use ~ Facilities ~ Fees ~ Procedures

Purpose:
The purpose of the library meeting room is to provide space for programs either sponsored by the library or initiated by the public for cultural, educational, informational, recreational or civic purposes.

Types of use:
Library-sponsored activities shall always take precedence in scheduling meeting room use. Non-library groups shall be treated as equitably as possible for scheduling purpose within the constraints of popular demand and availability.

No meeting room reservation will be considered final until the library has reviewed the written form of the applicant. The form should contain complete information about the nature and specific content of the program. The library reserves the right to turn down incomplete applications and programs that are unsuitable or not in keeping with the policies of the library.

Library premises may not be used for meetings or public announcements sponsored by individual candidates for local, state, or federal office. Events, such as candidate's nights, which involve the invitation of all candidates and which are sponsored by independent civic organizations may be held in the library.

Library premises may not be used for meetings of religious or sectarian groups for the purpose of preaching or otherwise demonstrating the beliefs of their members. Events which involve the invitation of any religious or sectarian groups and which are sponsored by independent organizations may be held in the library.

Groups wishing to conduct fund-raising activities for the community or other purposes must receive prior permission from the Director.

No activity shall be permitted which shall in any manner be potentially or directly destructive to library property or potentially or directly disruptive to the function of the library.

The fact that a group is permitted to meet in the library does not in any way constitute an endorsement of the group's policies, beliefs, or activities.

Facilities:
Meeting room with seating capacity of 125. Diagonal dividers can create smaller areas.

Kitchenette with oven, stove, refrigerator, sink, and coffee pot. Groups serving food and/or beverages must provide their own dishes, cups, utensils, and napkins. All groups using library kitchen equipment are responsible for cleaning it up.

Fees:
The meeting room is free of charge to non-profit groups holding meetings during regular library hours.

Profit-making organizations and/or other groups without not-for-profit status must pay $10.00/hour. This fee is due at least one week before the meeting.

All groups must pay $10.00/hour for meeting room time used either before or after regular library hours. Such use is by special permission only. All groups must pay a $5.00 kitchen fee any time food or beverages are served.

Groups wishing to use the kitchen and/or serve food or coffee must pay a $5.00 charge at least one week in advance. Alcoholic beverages may not be served or consumed by non-library groups using the meeting room. They may be served at selected library-sponsored functions. No smoking is permitted either in the meeting room or the rest of the library.

If additional security is deemed necessary by the library, it is the responsibility of the sponsoring group to pay for it.

Groups using the meeting room may collect fees from participants only to reimburse a speaker, pay for refreshments, or defray the cost of materials. Library staff may not take part in the collection of fees for non-library sponsored activities in the meeting room.

ADA Compliance:
The library will comply with the provisions of the Americans with Disabilities Act (ADA) by providing a qualified interpreter or auxiliary aids upon request at least ten days in advance of library sponsored programs.

Outside groups using the meeting room must also comply with ADA. They are responsible for providing qualified interpreters or auxiliary aids upon request.

Meeting Room Procedures for the Public:

1. Make sure your meeting is scheduled during regular library hours: 
September-May
  Monday-Thursday------------9:00 a.m. to 8:00 p.m.
  Friday and Saturday----9:00 a.m. to 6:00 p.m.
  Sunday------------------------------ 1:00 p.m. to 5:00 p.m.
June, July, and August as announced.

2. Reserve the room by calling 873-3040 weekdays between 9:00 a.m. and 4:30 p.m. 
Return the meeting room application and all fees at least one week prior to the desired meeting date 
and leave it in the administrative office.
**Because of our limited space, we cannot guarantee the meeting room to non-library groups 
more than 90 days or less than one week in advance.

3. Obtain Special permission at least one week prior to your meeting if it must start before or extend beyond regular library hours.

4. Make sure you do not place more than two meetings in the meeting room in any given year. 
No more than two meetings per year may be held by individuals or groups that are not library sponsored.

5. Pay appropriate fees. (See Fees)

6. If your meeting has been cancelled or postponed, please notify the library as soon as possible. Another group may be waiting to use the room.