Meeting Room Policy

Who May Use the Meeting Rooms

The Rensselaer, DeMotte, and Wheatfield libraries have meeting areas available for the purpose of promoting the library's mission to

inform, enrich and empower our diverse community.

The meeting rooms are available for use by area clubs, organizations, committees, individuals and businesses with restrictions on use noted below. The library's programs and meetings shall have first priority for use. 

The meeting rooms will be available to groups in the community regardless of the beliefs and affiliations of their individual members.

No one may sell, trade, or solicit on Library property and no admission fees may be charged or collected, except in conjunction with a library-sponsored program/event (prior approval is required).  Exceptions are made for tutors; see Study Room Policy.

The individual reserving and assuming responsibility for the room must be a resident of the Jasper County Public Library district who is a library card holder in good standing.  Exceptions to this requirement will be made for representatives of U.S. or Indiana governmental agencies. 

The Board of Trustees reserves the right to make a final decision if questions arise concerning use of the libraries.

 Responsibilities of User Group

Use must be confined to the activity for which the facilities were requested.  Grounds, furniture, equipment and other property must be properly cared for and returned to a neat and orderly condition following use.  Upon leaving the building, meeting room must be securely locked.

Furnishings may not be removed from the meeting area without permission of the building supervisor. Nothing may be attached to or removed from walls, ceiling or floor except on designated bulletin boards or by special permission of the building supervisor.

Open flames (candles, matches, sternocups, etc.) and red, orange or purple beverages are not permitted in meeting rooms.

Groups using the library's facilities are responsible for the actions of those persons attending their functions and must take full responsibility for loss or damage to any Library property, furnishings, and/or equipment occurring as a result of their group's use of Library property. 

The Library shall not be responsible for damage or injury to any person or property occurring as a result of the group's use of the library.

Groups meeting while the library is open for business must maintain a noise level that does not interfere with the normal functioning of the library.

Publicizing Programs

The fact that a group is permitted to meet at the Library does not imply co-sponsorship of the event or Library endorsement of the group or of the ideas presented at the meeting.  Publicity for meetings or programs must make this clear.

Room Charges

There is no charge for single or monthly meetings or programs except for private social gatherings. Use of a meeting room is subject to the approval of the Director or Agency Head.  The Library Board of Trustees is the sole arbiter of any questions relating to the use of a meeting room.

Donations to the library's gift fund are accepted with pleasure.

The meeting rooms may be rented for private social gatherings.  The cost is $50.00 plus applicable taxes. A $100 security deposit is required, payable prior to the scheduled event.  The security deposit is forfeited if the room is not left in good condition.

Smoking and Drinking

Smoking is not permitted in any part of the library.  Use of alcoholic beverages is prohibited on all library property.

Revoking of Meeting Room Privileges

The Library reserves the right to revoke meeting room privileges for any group if it feels the group has not met the conditions stated in this policy.

The Library's Responsibility

The Library is not responsible for items left in the building.  No storage facilities are available for meeting room users. 

Adopted 1993; revised 11/12