Meeting Rooms Policy
Description of available rooms
Main meeting room – capacity 127 theater style, 84 classroom style. Whiteboard, tack board, Internet hookups (must be pre-arranged), variable lighting levels, projection screen. Kitchen facility is available.
Children’s program room – capacity 75 theater style, 40 classroom style. Whiteboard, tack board, Internet hookups (must be pre-arranged), variable lighting levels, projection screen. Sink is available.
Conference Room – capacity 12. Whiteboard, tack board, Internet hookups (must be pre-arranged) variable light levels, projection screen.
All AV equipment should be scheduled when reserving the meeting room. NCPL is not responsible for the storage, loss, and/or damage of any AV equipment belonging to any group or organization using the meeting rooms.
Applicants are responsible for damages to facilities and equipment and for provision of clean up. Should an applicant damage the facilities and/or equipment of NCPL, such applicant shall be responsible to pay the cost of repair or replacement and/or cost of clean up. Should an applicant fail to pay and NCPL must resort to the court to collect any debt owed, the applicant shall be responsible for reasonable attorney’s fees, litigation expenses and court costs incurred by NCPL.
Certain types of meetings will have scheduling priority over others as indicated below:
Library business or activities, such as Board of Trustee meetings, staff meetings, story times, summer reading program activities, and seasonal parties.
Non-library groups will be scheduled on a first-come, first-served basis.
Process of scheduling
Must be 18 years of age and hold a valid New Carlisle - Olive Township Public Library card to reserve a meeting room. Exceptions may be made at the discretion of the Director and may be made for representatives of U.S., Indiana, or County agencies and political subdivisions and for members of or candidates for U.S., Indiana or County executive, legislative, or judicial offices.
The room may be reserved as far in advance as possible up to one year, however the reservations are first-come, first-served. Reservations must be scheduled two (2) days in advance, unless exception is made by the Director.
Written application, which includes a liability waiver, is required. All approval of applications is at the discretion of the Director.
Donations are accepted for use of meeting rooms. (See Schedule of Fees)
Cancellation requests must be made as soon as possible, and preferably 24 hours in advance.
Meeting rooms are available during library hours.
Meeting Rooms may be used for library programs and activities while the library is closed at the discretion of the Library Director. *
No provision can be made for storage of equipment for regular users of the meeting rooms.
No group may assign its reservation to another group.
Library meeting room usage must not interfere with the daily operations and business of the library.
Publicity for a meeting of a non-library group must not be worded in a manner that would imply library sponsorship or endorsement of the group’s activities.
Groups may not use the Library’s address, phone number, FAX number, or other contact information as their own.
A copy of any press release, handbill, invitation, etc. referencing a library meeting facility must be placed on file with the New Carlisle - Olive Township Public Library.
Misrepresentation of these facts will result in the loss of use of the library meeting facilities for the offending group.
No open flame.
Meeting rooms are not open for the use of religious services.
Meeting rooms are not open to groups that are exclusive on the basis or race, color, religion, sex, national origin, age, disability, sexual orientation, or genetic information.
No political and/or partisan groups, except as noted above.
Responsibility of the Users
The library does not assume responsibility for the security of personal items.
Individual groups are responsible for returning the meeting rooms to the state originally found.
Each group must furnish their own supplies and refreshments.
If the Community Room is divided and two groups are meeting at the same time, each group is expected to respect the rights and comfort of the other.
Telephone service may only be used for local calls. Long-distance calls are prohibited.
The reserving group shall pay all charges incurred for non-library events and costs incurred by the use of technology, including but not limited to long-distance calls and teleconferencing.
Security - If additional security is deemed necessary by the library, it is the responsibility of the reserving group to pay for it.
The library does not assume responsibility for personal injuries due to an act of God.
Parking is available but not guaranteed.
* Revised May 2014