Meeting Room Policy
Temporary Meeting Room Capacities & Procedures Effective April 5, 2021
Due to public health concerns, we are limiting the capacity for the Jahn Room and East Room to 20 people each. The Board Room and Study Room in the Young Adult section are not available until further notice. To book a meeting room, call the Reference desk at 913-682-5666 ext. 2100.
Reservations are limited to one user/group per day, with a limit of two hours per meeting, which includes set up and cleaning time. Meeting rooms are not accessible during Library curbside hours, 11 a.m. to 1 p.m. Monday through Saturday.
The rooms will be set up with 20 chairs placed six feet apart to maintain social distancing. The rooms must be returned to original order after use:
- clean chairs and tables with disinfectant wipes provided by the Library
- leave chairs as originally placed
- put tables away against the walls
- dispose of all trash
I. Art and Lucille Jahn Meeting Room, the East Room and the Board Room (Amended 12/14/2017)
A. Library sponsored or co-sponsored programs take precedence in scheduling use of meeting rooms.
B. All meetings are open to the public and free of admission or other charges.
C. Meeting rooms are available at no charge to individuals, non-profit groups or organizations for educational, civic, and cultural activities. Commercial groups or organizations will be charged a fee of $40 per hour for use of a meeting room.
D. Meeting rooms may be booked up to ninety (90) days in advance on a first-come, first served basis. The meeting rooms are available during regular staff hours: Monday-Thursday 9:00 am to 9:00 pm. Friday-Saturday 9:00 am to 5:00 pm. Sunday 1:00 to 5:00 pm. Organizations may request access at an earlier time.
E. Notice of cancellations must be received by the library at least twenty-four (24) hours in advance of the reserved time. Failure to notify the library of a cancellation may result in the denial of future meeting room privileges.
F. Set-up of the meeting rooms is the responsibility of the user or group. Emergency exits cannot be blocked or impeded in any way. The room must be returned to original order after use: stack all chairs, put away all folding tables, dispose of refuse. Notify library staff when done so technology and room can be secured. Failure to properly return room to original order or notify library staff may result in denial of future meeting room privileges.
G. Commercial purposes or fund-raising activities are not permitted. Commercial use includes, but is not limited to, bazaars, special benefits sales and programs designed to promote the purchase of products or services.
H. Events of a strictly social nature, such as receptions, parties, showers, and playgroups are not permitted.
I. Library partnering with individuals or organizations or hosting of a program by individuals or organizations does not constitute an endorsement of the content of the program or the views expressed by any participants.
J. Organizations, groups or individuals who use a meeting room are responsible for any damages to the building, furniture, or equipment.
K. The Library is not responsible for any personal belongings that are lost or stolen during a meeting.
L. No lighted candles or flames allowed.
M. An adult must be present and responsible for any event involving children under the age of 18. The library is not responsible for the care of children.
N. Expected attendance cannot exceed capacity of room.
- Jahn Room: capacity 45 – Temporary capacity: 15
- East Room: capacity 30 – Temporary capacity: 15
- Board Room: capacity 12 – Not available until further notice
O. The Library may not be used as the official address or headquarters of an organization or group using library meeting rooms. No contact information for individual program organizers will be shared with the public.
P. The Library reserves the right to cancel any meeting should an individual, group or organization violate or refuse to abide by this policy. Other reasons for cancellation include power or heating/cooling equipment failure and weather-related emergencies. In the event of a cancellation, efforts will be made to notify the contact person listed on the reservation. During inclement weather, the group scheduled to use the room should check with the library before the scheduled meeting or listen to local radio and television stations for closing information.