Meeting Room Reservation Policy
The Sioux Center Public Library (the Library) provides meeting rooms as a limited public forum to support its informational, educational and recreational mission and roles. We appreciate your consideration of using the Library's meeting rooms, and we will try to accommodate your needs within the capabilities of our organization.
This policy is not all-inclusive. Approval of individual meeting situations not described here will be determined by the Library Director, who is authorized to establish reasonable regulations governing use of the meeting rooms and related fees.
We reserve the right to waive portions of this policy to accommodate library sponsored meetings and programs.
Priority is given to meetings and programs held or sponsored by the Library Board of Trustees, the Sioux Center Public Library, and the City of Sioux Center. Library functions and programs have first priority. Other than this, meetings rooms are available on a first-come, first-served basis.
Piano and other recitals are allowed in the large Meeting Rooms providing the majority of the pupils live in the Sioux Center Public Library's service area.
- SINGLE MEETINGS
In order to reserve a meeting room, a request must be made in person, by phone, or via the library website. Requests should be made at least two (2) weeks in advance of the desired meeting date; however, the Library will consider a shorter time frame if the room is available.
- MULTIPLE MEETINGS
Because of the demand for use of the meeting rooms, the Library may not be able to accommodate groups desiring to schedule multiple meetings. Reservations for multiple meetings may be made up to one year in advance. The Library reserves the right to limit the number of reservations by any organization.
- APPLICATION FORM
The Library’s application form must be completed and submitted by a Library cardholder who is 18 years or older and willing to assume responsibility for the group as well as any fees or damages, and filed with the Library. (Non-profit and official government agencies are exempt from the cardholder requirement). Reservation confirmations will be provided to the applicant by the library.
- REVOCATION OF PERMISSION
The Library reserves the right to revoke permission to use the meeting room. Inclusion of false information on the application form and/or failure to comply with meeting room regulations will result in automatic and immediate revocation of permission.
When it is necessary to cancel a reservation, the Library should be notified immediately. Cancellation less than 24 hours prior to the scheduled meeting time may result in forfeiture or billing of the meeting room fee.
By the Library:
The Library reserves the right to cancel any reservation due to unforeseen circumstances or to relocate any scheduled meeting if circumstances warrant. In the event of a Library building or weather-related emergency, the Library reserves the right to cancel the meeting.
- RESERVATION CHANGES
No changes in room arrangement or equipment requested may be made at the time of the meeting. Changes must be requested at least 48 hours in advance of the meeting time.
No group may assign its reservation to another group.
HOURS OF MEETING
Meetings should be scheduled during regular Library hours; however, they may extend beyond the Library’s regular opening and closing time only by advance arrangement with the Library.
New rates as of 6/12/13, per Library Board decision.
A fee for each meeting must accompany the application form and be received at least 10 days prior to the requested date. If a shorter time frame exists, the fee must accompany the reservation request. The fee will be returned if the application is denied.
||Base Rate as of 8/1/11
|Half Meeting Room
A, B, C, D
|$15/hour or part of an hour
|Full Meeting Room
||$25/hour or part of an hour
||$10/hour or part of an hour
|Kitchen||no extra fee
|Day Rates - use of the room for 6+ hrs in a day||As of 6/12/13|
|Half Meeting Room A, B, C, D||$50 flat fee|
|Full Meeting Room||$100 flat fee|
could qualify for the day rate.
Local community service organizations from the Sioux County area will not be charged a room rental fee unless they are charging a fee to attendees.
Additional Fees: All organizations
||As of 8/1/11
||$20 for Room A, B, AB, C, or D
|Early open/late close
||$10 for major troubleshooting. Technology trial runs appreciated.
|Failure to cancel
||Party will be billed in the amount of room rates & setup fee for time reserved.
AVAILABLE MEETING ROOMS & CAPACITY
Attendance is limited according to meeting room and seating arrangement. Attendance may not exceed the maximum number of people certified by the Sioux Center Fire Department as the occupancy limit for the rooms.
The following rooms are available for public use:
|Full Meeting Room
(1500 square feet)
|With chairs only, up to 100 people
|Half Meeting Rooms
(750 square feet)
|With chairs only, up to 40 people
(Room A, B, NE, or SE)
||Conference table & chairs, up to 12 people
Only available during regular library hours
The Staff Room is not a public meeting room.
When not scheduled for meetings, the Conference Room is available during regular Library hours without charge to Sioux Center Public Library card holders in middle school and older. There is a fee for non-cardholders. Please contact the main circulation desk to inquire about the availability.
Anyone wishing to reserve the Conference Room ahead of time will be required to pay the $10/hour reservation fee.
The Library provides the following equipment for meeting room reservation:
|35 Tables & 90 chairs
|Lectern||Projection screen (in ceiling)
|Presentation easel (no paper)
||WiFi access for laptops, smartphones, etc.
- If additional tables and chairs are needed, it is the responsibility of the reserving party to make these arrangements. If damages are incurred, damage fees will apply.
- No equipment will be loaned outside the Library.
- The Library Staff will provide some instruction for the use of equipment, but will not be present to operate it for meeting and programs. Arrangement for the instruction must be made on the meeting room application, no later than one (1) week in advance of the meeting date.
KITCHEN USE with MEETING ROOM
There is no extra fee for kitchen use. The following equipment is available:
|Refrigerator (not for long term storage)|
The use of additional electrical kitchen equipment, other than that provided by the Library, should be approved in advance by the Library Director.
Washroom facilities are available and readily accessible.
REGULATIONS FOR USE OF THE MEETING ROOMS
- No smoking or tobacco product use is allowed on Library property.
- No alcoholic beverages are allowed.
- The meeting room and kitchen area must be left in a clean and orderly condition.
- Groups must supply their own coffee, cream, sugar, and paper products.
- All equipment and appliances must be left unplugged.
- The Library does not provide storage or assistance in carrying supplies and materials to the meeting room.
- The Library will not accept deliveries for groups that have scheduled meetings.
- Organizations may not use the name, telephone number, or address of the Library, even on a temporary basis, except for notification of location of a specific meeting. The Library will not receive non-emergency calls or take messages for individuals or organizations.
- Promotion of non-library-sponsored events must not imply Library sponsorship or endorsement.
- No one at any meeting extending beyond Library closing hours may be in any part of the Library other than the meeting room, lobby, or adjacent washrooms.
- Signs with meeting information may be displayed on approved Library signs in the lobby. The signs may contain only the name of the organization and the time and room of the meeting. No other signs will be displayed anywhere else inside or outside the Library on Library property. (A limited number of signs are available and must be requested on the application form).
- Minors (i.e., under the age of 18) may use the meeting room only under direct and constant supervision of adults, who will assume full responsibility for activities and conditions. There must be one adult for every 15 minors at non-Library related meetings.
- Members of the reserving party are expected to set up and take down the room as their needs dictate. A $250 refundable deposit may be required to offset any damages incurred to the room, furniture, or equipment.
- Nothing (signs, decorations, etc.) may be attached to the walls (except where and in the manner allowed), ceiling, floor, furniture, equipment, or doors. Decorations are limited to those that are free-standing and conform to fire regulations.
- Non-Library related literature may not be distributed on Library property except during a meeting or program of a group in the meeting room they have reserved. (The Library provides display space for non-Library literature and announcements of non-commercial nature of local service organizations and governmental agencies.
- It is not permissible to rearrange Library furniture or to borrow furnishings from other parts of the Library.
- Hazardous materials including, but not limited to, paints, solvents, and explosives are prohibited. Candles and other fires are prohibited.
- Babysitting service for the children of persons attending meetings is not provided by the Library. Meeting room attendees may not leave children under 7 unattended in the Library, in accordance with Library policy.
- Membership and activity fees may be collected for non-commercial organizations. Meetings of commercial organizations should be educational in purpose; direct solicitation of goods or services on Library property is discouraged.
- Should any special cleaning be required as a result of a group’s use of the meeting room, a charge of $25.00 per hour or fraction thereof will be made for janitorial labor and equipment.
- The use of additional electrical kitchen equipment, other than that provided by the Library, should be approved in advance by the Library Director.
- Any group which extends its meeting beyond the agreed-upon end time may be charged $25 per hour or any portion of an hour.
- Groups must comply with the Americans with Disabilities Act and are responsible for providing qualified interpreters and/or auxiliary aids, upon request, for their programs.
- Library personnel must have free access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on Library premises to ensure compliance with Library rules and regulations.
- Any person or group using a meeting room shall agree to indemnify and hold harmless the Sioux Center Public Library and its representatives from and against any and all claims, demands, judgments, settlements, damages, actions, causes of actions, injuries, administrative orders, consent agreements and orders, liabilities, penalties, costs and expenses of any kind whatsoever, which may arise or be asserted, directly or indirectly, with regard to the use of the room.
The Library will not discriminate in making its premises available for use on the basis of viewpoints expressed by users or the race, national origin, religion, sex, sexual orientation, political affiliations or physical limitations of its users. Use of the meeting rooms does not constitute sponsorship or endorsement of the users or the users’ beliefs by the Sioux Center Public Library or the Board of Library Trustees. Advertisements or announcements implying or stating such endorsement are prohibited.
- Programs which are not suitable for the Library’s physical facilities.
- Programs which are not in keeping with the Library’s goals and objectives, or which would impede, disturb, or endanger Library staff, patrons, and/or visitors; or which endanger the Library building or collection; or which otherwise interfere with the proper functions of the Library by causing excessive noise, safety hazard, security risk, etc.
- Commercial enterprises promoting or causing the sale of property or services for monetary gain.
DAMAGES AND LIABILITY
Any individual, group, or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.
Questions that are not covered in this policy should be addressed to the Library.
APPEAL AND REVIEW
The Board of Trustees of the Sioux Center Public Library will review the meeting room policy and regulations periodically, and reserves the right to amend them at any time. The Board authorizes the Library Director to waive regulations under appropriate circumstances.
Any appeals for changes in, or exceptions to, any portion of the meeting room policy will be considered. An individual or organization wishing to file an appeal shall submit it to the Library Director in writing.
The Library Director will respond in writing. If the individual or organization feels that the response is unsatisfactory, he/she may submit a written request for consideration by the Library's Board of Trustees. The Board of Trustees will review the request and notify the organization or individual of their decision in writing. The Board’s decision is final.
If Library staff assistance is required prior to, during, or after program, there is a charge of $10 per hour or portion of an hour. (This excludes normal set-up and removal which is specified on application form when contract is made.)
Revised: 7/13/11 (rate changes)
Revised: 6/12/13 (rate changes)