Meeting Room Policy and Operational Rules and Regulations
USE POLICY STATEMENT
The use of meeting rooms in the West Lafayette Public Library shall be for the purpose of presenting programs of culture, education, entertainment or information to the West Lafayette community. Though Library sponsored programs will take precedence in scheduling, other nonprofit community organizations such as civic groups, service organizations, church groups and individuals associated with not-for-profit groups and/or organizations or themselves holding not-for-profit status may schedule a meeting room(s) for the purposes noted above, subject to the rules and regulations listed below.
OPERATIONAL RULES AND REGULATIONS
Click here for the meeting room use request forms.
- The person reserving the room must be a resident of Tippecanoe County, have an unrestricted West Lafayette Public Library card, and be over 18 years of age. Proof of residency will be required if a Post Office box is used for an address. This person will be held responsible for the group's use of any Meeting Room.
- The Meeting Rooms will be available for use during regular Library hours:
*4th Thursday of the month Noon - 7:45 p.m.
- 10 a.m. - 7:45 p.m. Monday through Thursday*
- 10 a.m. - 5:45 p.m. Friday
- 10 a.m. - 4:45 p.m. Saturday
- 1:00 p.m. - 4:45 p.m. Sunday
- The Meeting Rooms may be used for one hour before or one hour after regular Library hours provided a usage fee of $25.00 is paid at time of scheduling or at least two weeks in advance of the use of the room. After hours use is subject to the availability of Library personnel to work during that one hour period. The usage fee is refundable only if the Library is notified at least three days before the meeting is to take place.
- Telephone and email reservations will not be accepted. You may come in person, fax or mail the reservation form.
- Reservations must be made in advance. The Reservation Calendar begins June 1 and runs until May 31 of the following year. Reservations for the new calendar year may only be made after March 1. Please note: Library activities (including those sponsored by the Friends of the Library and/or the Library Foundation) take precedence in scheduling.
- Groups may reserve Meeting Rooms up to 13 times during one scheduling year period.
- No admission fee may be charged for admission to meetings in the Meeting Rooms or elsewhere on Library premises. All meetings must be open to the public, except for private parties. Effective August 15, 2006, rooms may be used for a private event for a minimum of 2 hours for a fee of $25/hour. (A private party is by invitation only, but must conform to all other Library guidelines.) Advertising of profit-making meetings, events, products, etc. is not allowed on Library premises. The selling of materials and/or services is prohibited in the Meeting Rooms and anywhere else on Library premises.
- Groups using the room are responsible for setting up the room to meet their own needs.
- Light refreshments may be served. No alcoholic beverages may be dispensed or consumed on Library property.
- Open flames of any kind are not permitted anywhere in the Library building. This includes smoking, the use of candles, etc.
- Effective August 15, 2006, use of the Library's Audio/Visual equipment will require a $25 rental fee for up to 4 hours. (If additional time is needed, it is $25 for each 4 hour period.)The following Audio Visual equipment is available to use in Meeting Rooms: VCR, DVD player, television monitor, overhead projector, computer/data/DVD/VHS projector, laptop, opaque projector, audio CD/cassette player, slide projector, and sound system with microphones.
- This equipment must be reserved in advance to be sure it is available. Library staff will be responsible for the set up of this equipment.
- Groups using laptops to do PowerPoint presentations are encouraged to bring their own equipment. If you choose to use Library equipment, please be aware that damage to the equipment will be charged to the group or to the person responsible.
- For information about sign language interpreters, groups should contact the office of Greater Lafayette Area Special Services (GLASS) at 771-6006. GLASS has a list of local sign language interpreters. Interpreters are usually paid by the hour depending upon the interpreter. Interpreters will need to be contacted and scheduled by your group's representative. Scheduling depends upon the availability for the individual interpreter. Interpreters maintain the right to decline to do signing jobs for any reason. Another group offering sign language interpreter referral is Interpreter Network Reaching Indiana: 1-317-776- 2852. Web address: http://www.icrid.org.
- Groups are expected to leave the room at the prearranged time. Groups should plan clean up time into their scheduled time. For example: If a group has reserved a Meeting Room from 3 to 5 p.m., then the group should be completely out of the room at 5 p.m. Groups should be completely out of the room 15 minutes prior the closing time of the Library.
- Groups should leave the Meeting Room in a reasonable state, similar to the way the room was found. If the West Lafayette Public Library has to pay extra for cleaning up after a group's use of the Meeting Room, the group will be charged that amount.
- The West Lafayette Public Library assumes no responsibility for the security of personal items in Meeting Rooms.
- Rooms are available based on estimated group size:
The West Lafayette Public Library reserves the right to make cancellations due to Library needs, unforeseen events, emergency conditions, or other extenuating circumstances. Parking for those who use the Library Meeting Rooms is available at the Library parking garage and in the Morton parking lot.
- 50 or more expected: Meeting Rooms Elm and Walnut
- 2 - 50 expected: Meeting Room Elm or Walnut
- Morton Community Center is also available for meetings; please call them directly to determine availability and cost of rooms. Call: 765-775-5120. Web Address: http://www.parks.city.west-lafayette.in.us/morton.asp
- The Library accepts no responsibility for the liability of groups meeting in the Library. Groups are encouraged to provide liability insurance for their members.
- Permission from the Library Director, in consultation with the Library Board when necessary, will be required for any use of Meeting Rooms which do not clearly fit the stated Use Policy: Operational Rules and Regulations.
- Failure to adhere to these regulations will result in discontinuance of the group's use of Meeting Rooms.
- Those seeking information about exhibit space must fill out a different form, not this form. Please contact Scott Tracey at 765-743-2261.