The primary purpose of the Study Rooms and Meeting Room is to meet the operational needs of the Library. Study Room and Meeting Room availability is contingent on there being no conflict with Library programs or meetings, which have first priority at all times. Examples include resume assistance appointments and proctoring of exams by staff. The rooms are recommended for quiet study and meetings with a maximum limit of four (4) persons at a time and ten (10) persons at a time in Meeting Room 3. All persons using any of the rooms must comply with MCPL’s Computer Use Policy, Patron Code of Conduct, and Meeting Room Policy. All organizations or groups shall indemnify, defend and hold harmless the Michigan City Public Library, its officers, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the organization or group or individual patrons resulting in or relating to personal injuries or property damage arising from the organization/group/individual’s use of the rooms. The Library reserves the right to establish additional policies and procedures as needed to ensure the safe and equitable use of the rooms. Any situation not specifically covered in this statement of policy will be resolved by the Library Director or Assistant Director and may be reviewed by the Library Board.
The Library reserves the right to deny use to any users who fail to follow these policies, interfere with others’ use of the rooms, or abuse the privilege in any other manner. Occupancy limits are strictly enforced.
1. NO FOOD OR DRINK permitted in the rooms.
2. Users may use the rooms up to TEN (10) hours per week, for NO MORE THAN one (1), two-hour block per day on a first-come, first-served basis. This is a total number of hours of use in any/all of the rooms, not limited to any one room.
3. Youth younger than 14 years old may NOT use the rooms unless a parent/guardian is in the study room with them.
4. Rooms cannot be reserved or held by placing personal belongings in them.
5. Do not leave personal belongings unattended. Unattended items will be removed by staff or Library security. The Library is not responsible for the loss of and/or damage to equipment or materials owned by study room users. The Library cannot store supplies or equipment for users. All materials left behind will be turned in to lost and found.
6. Rooms shall be not be used in any way that interferes with regular Library services and operations, or which cause a threat to the safety of Library employees, patrons or property. Rooms are not soundproof, so loud audio or talking is not allowed as it may be disruptive to others, resulting in users being asked to leave.
7. If a room is left unattended for more than 15 minutes, the library considers its use is over and any personal items will be removed. The room will be given to the next user(s) wishing to use a room.
8. Users are expected to leave the room in the same condition they found it, and place all trash in receptacles.
9. The library reserves the right to allow staff to enter any room to ensure adherence to Library policies and to ask users to vacate the room before Library closing.
10. Heating and cooling in the rooms is preset and will not be changed to satisfy personal preferences UNLESS Library staff determine the HVAC units are not working properly.
11. Users may not use the Library logo in any form nor convey the Library as a sponsor.
12. (IF/WHEN we go to a reservation system) There is a 15-minute grace period for reservations. If the reservation holder is not present within 15 minutes, the reservation is cancelled. Reservations may be made up to 24 hours in advance of intended use.
MEETING ROOM 3
MAXIMUM occupancy for Meeting Room 3 is ten (10) users.
NO FOOD OR DRINK allowed.
The Library reserves the right to CANCEL any use of Meeting Room 3 due to weather conditions or unforeseen situations.
Meeting Room 3 is for private, free meetings, not open to the public.
Meeting Room 3 cannot be used for solicitation purposes. The Library adheres to a strict no solicitation policy in the building or on its grounds with the exception of Library and Friends of the Library business.
Library premises may be used for non-partisan political meeting or events such as candidate’s nights, which invite all candidates and are sponsored by independent organizations.
Library premises may be used by religious groups in order to hold non-denominational or interdenominational meetings.
Private social gatherings are not permitted.
Only the Library or Library-related groups may conduct a fund-raiser in the Library that must comply with state laws.
Scheduling and Reservations
Library-sponsored activities will always take precedence when scheduling Meeting Room 3 use. Non-library groups who wish to use the room will be scheduled on a first-come, first-served basis. To check Meeting Room 3 availability, please call (219) 873-3049 weekdays, from 9am to 5pm.
Meeting Room 3 reservations will not be considered final until the Library has reviewed and approved the application. The application must contain complete information about the intended use of the room. The Library reserves the right to refuse a reservation based on an incomplete application and/or use that is not in keeping with the purpose of the room and policies of the Library.
Meetings are to be held during regular Library hours. All meetings must end 15 minutes prior to the Library’s scheduled closing time.
Monday-Thursday 9am to 8pm
Friday & Saturday 9am to 6pm
(The Library is closed Sundays from Memorial Day through Labor Day.)
Meeting Room 3 application must be submitted at least two weeks prior to the desired meeting date. The application can be mailed to the Library, faxed to (219) 873-3475 or submitted at the Circulation Desk to the attention of Robin Kohn.
The Library cannot guarantee Meeting Room 3 to non-library groups more than 90 days, or less the one week, in advance. No more than four meetings per calendar year may be held by individuals or groups that are not Library-sponsored. If your meeting has been canceled or postponed, please notify the Library as soon as possible. Another group may be waiting to use the room. Abuse of this may lead to revoking your privilege for future use of Meeting Room 3.
Rules for Meeting Room 3 Use
No activity is permitted which will in any manner be potentially or directly destructive to Library property or to the operation of the Library. Users that reserve Meeting Room 3 assume full financial responsibility for any damage incurred resulting from the use of the room, including Library equipment and furniture.
The Library assumes no responsibility for the personal belongings of those attending meetings.
Permission to use Meeting Room 3 does not in any way constitute approval or endorsement by the Library of the group’s policies, beliefs or activities.
No smoking/tobacco use/vaping is permitted in the Library.
All open flames, including the use of candles, are prohibited.
The use of balloons or other non-secured decorations is prohibited in the Library.
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.