Reserving a Room for Not-for-Profit Use

Policy and Regulations

Eligibility

The meeting rooms are provided free of charge as a community service to our not-for-profit community groups.
An application to use the meeting rooms must be completed by an adult with a valid Johnson County Public Library Card.
Use of the meeting rooms shall be for educational, cultural, recreational and civic purposes as sponsored by responsible local citizens, groups or organizations.
If a group wishes to use the meeting room free of charge, meetings are to be non-commercial in nature. Registration fees covering only the cost of materials are accepted.
If a not-for-profit group wishes to sell products or services, fundraise, take a collection, or collect dues, a fee will be assessed (see fee schedule).
All meetings shall be open to the general public.
Meetings must not be of a nature which would interfere with the normal operations of the Library.
Groups using the Community Room must consist of at least five individuals. Study rooms have no minimum attendance requirement. Attendance may not exceed room capacity.
Granting use of the meeting rooms does not imply approval by the Library of the group or the ideas presented at the meeting.
Final decision pertaining to the use of the meeting rooms rests with the Library Director and/or the Library Board.

Application Process

All meeting room applications are to be submitted at least 72 hours before the scheduled meeting.
Forms are available at the Adult Reference Desk or on the JCPL website (www.jcplin.org). Completing this application constitutes acknowledgement of the Meeting Room Use Policy. Completed forms can be turned in at the Adult Reference Desk, emailed, or faxed to the appropriate branch.
Library-sponsored programs and events shall receive priority. All other reservations will be on a first-come, first-served basis.
Reservations may be made up to 90 days in advance.
A single group may use a meeting room within the Johnson County Public Library System up to two times per month.
Reservations for use of Library-owned audio-visual equipment are to be made at the time the meeting room application is submitted. Groups requesting use of the equipment must provide someone familiar with the operation of such equipment. The individual reserving the room takes responsibility for the operation and care of the equipment.
Applicants will be notified upon approval.

Regulations

Meeting rooms are available for use during the Library’s hours of operation.
Smoking, the use of alcoholic beverages, and the use of open flames is prohibited.
The Community Room is not designed for food service. However, a small kitchenette is available, and light refreshments may be served. See Refreshment Guidelines.
Refreshments may not be taken into any other part of the Library.
Announcements should not imply that a program, meeting, group, or ideas expressed are sanctioned by the Library.
Children must have adult supervision before, during, and after programs and group events, and should not be left to entertain themselves and use the library without adult supervision. Trips to the restroom and into and out of the building also require appropriate adult supervision.
Room setup is the responsibility of the group members. All chairs and tables are stored in the meeting rooms and may be rearranged as needed. The wheels on the tables must be unlocked before they are moved. Damage may occur if the tables are moved while the wheels are locked.
Sitting or standing on the tables is not allowed.
Groups using the meeting rooms are not allowed to store items in the Library.
Noise during use of the meeting rooms should be kept to a minimum so as not to disturb others in the Library, particularly those who may be using only one half of the Community Room.
Meeting attendance shall be recorded on the forms provided and returned to the Adult Reference Desk. It is the responsibility of the applicant to make sure this form is completed for each event.
Advance notice of 24 hours is to be given to the Library in the event that a scheduled meeting is to be cancelled.
Rooms should be left in a neat and orderly condition. Tables and chairs should be cleaned after use.
Meeting rooms must be vacated at least ten minutes prior to the Library’s closing time.
Library staff will make every effort to ensure AV equipment is in good working order; however, the Library can make no guarantees that the equipment will meet a group’s needs and specifications.
Applicants assume full responsibility for any damage incurred resulting from the misuse of the meeting rooms or any equipment used.
If excessive clean-up is required by Library staff, or if there has been abuse of the facilities or equipment, fees will be assessed and room use may be restricted thereafter.
The Library is not liable for injuries to persons or damage to or loss of property of persons or organizations using the meeting rooms.
Failure to comply with any of the Library’s regulations may result in forfeiture of the group’s use of the meeting rooms.