LIBRARY MEETING AND STUDY ROOM POLICY (EVPL Board of Trustees 02/09/12; 04/12/12; 04/10/14; 05/14/15)

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1 LIBRARY MEETING AND STUDY ROOM POLICY (EVPL Board of Trustees 02/09/12; 04/12/12; 04/10/14; 05/14/15) Evansville Vanderburgh Public Library (EVPL) reserves the right to review each prospective meeting room request and determine whether the planned use of the space, and the requested time, frequency of use, and attendance fits within the guidelines and terms of Library policies and the terms of the Meeting Room Agreement. The Library will also determine the availability of the desired meeting room for the date and time requested. At Central, the smallest space that will accommodate the expected attendance will be assigned. PRIOITY OF USERS Priority use of Library meeting rooms is given to Library-sponsored and co-sponsored activities and events. Other groups may use a Library meeting room on a first-come first-served basis depending upon availability and by meeting these guidelines and the terms of a signed Meeting Room Agreement. MEETING ROOMS EVPL has eleven (11) meeting rooms available for use by non-profit groups and organizations, for-profit groups and governmental entities during all public hours of operation. Room capacity varies by the size of the room and the room configuration setup. EVPL Meeting Rooms Room Capacity (Auditorium Style Setup) Central Browning Events Room A or B 98 Central Browning Events Room A & B 196 Central Large Group Room 24 Central Conference Room 10 East Auditorium 60 McCollough Meeting Room 100 North Park Meeting Room 75 Oaklyn Meeting Room 75 Red Bank Howard Room 100 Stringtown Meeting Room 60 West Auditorium 60 West Magazine Room 12 STUDY ROOMS Small study rooms are available at Central, McCollough North Park, and Red Bank libraries with use limited to two (2) people at one time. Availability is on a first come, first-served basis. Persons wanting to use a study room must sign-up at the time they want to use it. The use time limit is up to two (2) hours per day.

2 The large study rooms at Central Library (Study Room C) and at North Park accommodate up to four (4) people at one time. The two large study rooms at Oaklyn accommodate up to six (6) and eight (8) people at one time. Availability is on a first come, first-served basis. Persons wanting to use a study room must sign-up at the time they want to use it. The use time limit is up to two (2) hours per day. RULES FOR USE OF MEETING ROOM The following rules apply for Users of Library meeting rooms: A meeting room may be booked only during the hours when the Library is open to the general public. Meetings may be scheduled up to three hundred sixty five (365) days in advance of the meeting date. A meeting room may be booked no more than one (1) time per month. Non-profits Users may use a room for up to four (4) hours at no charge. A fee is assessed for use over four (4) hours. Non-profits may be required to show proof of their tax-exempt or non-profit status. For-profits Users are charged a flat fee for use up to four (4) hours. The fee is doubled for any use over four (4) hours. For-profits are required to pay Indiana sales tax on meeting room use fees. All meetings must end fifteen (15) minutes before the library closes; and Library premises must be vacated promptly at closing. Users reserving a meeting room must be eighteen (18) years of age or older to submit a request and to enter into a Rental Agreement with EVPL for use of a Meeting Room. ADDITIONAL RULES FOR USE OF MEETING ROOM See Meeting Room Agreement for additional terms of meeting room use including: Use of Meeting Room, Children, Kitchen Use, Audio Visual Equipment. The following is an excerpt from the Meeting Room Agreement. The use of any Library meeting room is subject to the terms and conditions of the Meeting Room Agreement. The use of any Library meeting room is also subject to all governmental laws, ordinances, regulations as well as the Library Meeting and Study Room Policy and all Library rules. Library rules applicable to Library buildings and property include but are not limited to the following: No alcohol, controlled substance or tobacco use is permitted on or about any Library property. No one may sell, trade, or solicit on Library property. No admission fees may be charged or collected.

3 Fireworks, explosives, highly flammable candles and aerosol sprays are prohibited. No gambling or solicitation in any form is permitted. Users who misrepresent an event or affiliation to avoid compliance with these policies or with the general policies of the Library may have reservation privileges suspended and may incur additional fees or charges. User shall use best efforts to obtain compliance by all persons involved with or attending any meeting under this Agreement. Library reserves the right to enter any facility or meeting room on Library business at any time when deemed reasonably necessary by the Library. MEETING ROOM USE FEES Non-profit groups may schedule one meeting per month at no charge for room use up to 4 hours. The four (4) hours includes setup and take-down time. A fee of $10 per hour is charged for use of the meeting room over four (4) hours. The fee for a for-profit group is based on a minimum of four (4) hours. Fee is doubled for any use over four (4) hours. Maximum usage is eight (8) hours per day. Prevailing Indiana sales tax is included in the fee. Events of a personal nature, birthday or anniversary parties, reunions, showers, weddings, etc., are considered private parties and are charged at the For-Profit rate. Private parties can be booked at branch meeting rooms only. Private parties are not permitted in Central s Meeting Rooms. The following Meeting Rooms are available for rental: Meeting Room Not-For Profit Profit/Private Party Central Browning A or B (up to 4 hours) $0 $75 $0 Central Browning A or B (over 4 hours) $10/hr $150 $0 Central Browning A&B (up to 4 hours) $0 $150 $0 Central Browning A&B (over 4 hours) $10/hr $300 $0 Central Large Group Room $0 $0 $0 Central Conference Room $0 $0 $0 McCollough, Oaklyn, North Park, Red Bank Meeting Rooms (up to 4 hours) $0 $120 $0 McCollough, Oaklyn, North Park, Red Bank Meeting Rooms (over 4 hours) $10/hr $240 $0 East Auditorium, Stringtown Meeting Room, West Auditorium, West Magazine Room (up to 4 hours) $0 $60 $0 East Auditorium, Stringtown Meeting Room, $10/hr $120 $0 Gov t Agency

4 West Auditorium, West Magazine Room (over 4 hours) ROOM SETUP AND TAKE-DOWN FEES Central Browning Events Room A, B, or A & B Standard room setups and take down are provided free of charge. A fee is charged for non-standard room setup and applies to both non-profit and for-profit groups. Government agencies are exempt from fees. Room Setup Options and fees: Conference $0 Classroom $0 U-Conference $0 Theater Chairs $0 Banquet Rounds $10 per table/6 chairs Other User requested setup $50 Central Large Group Room The Large Group Room accommodates twenty-four (24), and has a modular table system that allows a reasonable amount of room customization. Groups are responsible for setup of the room. Central Conference Room The Conference Room is permanently setup with a conference table and seating for 10. Users should not re-configure the room. Branch Meeting Rooms Groups using branch libraries are responsible for setting up the room and returning the room to its original state at the close of the meeting. Study Rooms Study rooms are already setup with tables and chairs based on the room capacity. Users should not re-configure the room. AUDIOVISUAL EQUIPMENT There is no fee for use of meeting room AV equipment at Central or at the branches. AV equipment varies by branch location, and requests for AV equipment should be made at the time the meeting room request is submitted if at all possible. AV equipment requests must be scheduled at least seven (7) days prior to the meeting date.

5 FOOD AND BEVERAGES Food and beverages are permitted in the Browning Events Room and Large Group Room at Central and in the branch meeting rooms. Groups providing food for the meeting will be assessed a fee of $ If food is provided for the group without informing the library, the fee will increase to $50.00 payable immediately. Only water in closable containers is permitted in the Conference Room at Central and in ALL EVPL study rooms Some Library facilities have kitchens attached to the meeting room. For rules on kitchen use, see Meeting Room Agreement, Kitchen Use. For all facilities: kitchens are not for extensive beforehand preparation; the kitchen and meeting room must be left clean and in order; and trash and garbage should be placed in closed plastic bags. INSURANCE REQUIREMENT All for-profit and business users must provide the Library with a Certificate of Liability Insurance in the amount of $500,000 at least seven (7) days prior to the event for which a meeting room is reserved. The Certificate of Insurance must list Evansville Vanderburgh Public Library as Certificate Holder and as an additional insured. In addition, the Certificate of Insurance must certify that the User has in full force and effect, and will have in full force and effect on the date of the event for which the meeting rooms is reserved, Bodily Injury and Property Damage Liability insurance with limits of liability of at least $500, per occurrence. The Certificate of Insurance should be mailed or faxed to the attention of the branch manager or meeting room coordinator at the location where the meeting room is reserved. INDEMNIFICATION AND DAMAGES All Users and persons attending User sponsored events using Library facilities take the premises "as is" and assume all risks of loss, damage, or injury, including death or property damage, resulting from the use by User of the Library facilities and services. Library "facilities" and "premises" includes not only meeting rooms but the entire building, parking lot and grounds. The Library assumes no liability whatsoever for any property placed by the User or any person attending a User-sponsored event in or about Library buildings or properties. User agrees that all persons on Library premises because of User's event (participants, members, invitees, etc.) are under the direct and complete control of the User. As such, the User is liable for all damages resulting from a participant's use of the Library's facilities and services. User shall

6 reimburse the Library for all damages to its facilities or equipment resulting from the use of the same. Any abuse or misuse of facilities will be sufficient cause to deny the use of library meeting rooms in the future. See Meeting Room Agreement, Indemnity and Damages for more information. PAYMENT OF FEES User shall pay all fees in advance by credit/debit card when the online Meeting Room Request is submitted; or by cash/check within forty-eight (48) hours of the scheduled meeting date. Payment should be submitted to the branch manager or meeting room coordinator where the meeting room is reserved. The Library reserves the right to cancel a meeting room reservation if the fee(s) is not paid in full at least forty-eight (48) hours prior to the meeting date. RESERVE A MEETING ROOM To reserve a meeting room, the User must submit an online Meeting Room Request at First-time Users of the online request system, who need help completing the online form, should ask for staff assistance at any branch reference desk or at the Tech Center at Central. Before the online Meeting Room Request can be submitted, the User must read and then agree to the terms and conditions of the Meeting Room Agreement. By submitting the Room Request, the User is entering into an Agreement with Evansville Vanderburgh Public Library to rent the meeting room at the location and on the date, time and at the applicable fee as specified on the Meeting Room Request. An online Meeting Room Request must be submitted for approval at least forty-eight (48) hours in advance of the meeting date. Requests submitted after 5:00 PM on Friday will not be reviewed or approved until the following Monday. The Large Group Room and the Conference Room at Central may be booked with less than the forty-eight (48) notice. However, the representative of the group requesting the room must have a valid EVPL library card, and the group must accept the room as is with its current room setup and equipment. When a Meeting Room Request is submitted, the User receives a Room Request Submission Notice . The User receives a second notification when staff has either approved or denied the Request. Any fee paid by credit/debit card when the Room Request was submitted is automatically cancelled if the Room Request is denied.

7 CANCELLATION TERMS Cancellation of a meeting room reservation with less than forty-eight (48) hours notice will result in forfeiture of any prepaid fees. Full refund of prepaid fees will be issued if the User gives the required forty-eight (48) hours notice of cancellation. Refunds will be generated and mailed to the User by the Library Business Office on the second (2 nd ) Thursday of each month. Users who fail to cancel a meeting room reservation and are a no show at least two times in a year will have their meeting room privileges suspended for the remainder of the year. Users receive a Room Request Confirmation Number in the notification when their Room Request has been approved. Users can use the Confirmation Number to cancel their reservation at or Users can cancel their reservation by calling the branch manager or the meeting room coordinator at the location where the meeting room is booked. LIBRARY S RIGHT TO CANCEL; TERMINATION OF AGREEMENT The Library may at any time, up to and including the time of the scheduled use, cancel without penalty or obligation any reservation for the use of a meeting room if: The space is needed for Library purposes; The User has at any time violated Library policies or the terms of the Library Meeting and Study Room Policy or the Meeting Room Agreement respecting the use of its meeting rooms; The full amount of any fees due hereunder has not been paid at least forty-eight (48) hours in advance of the meeting date. See Meeting Room Agreement, Right to Cancel; Termination of Agreement for more information.