Meeting Room Reservations

The following policies govern the use of the Art & Lucille Jahn Meeting Room and the East Meeting Room:

The meeting rooms are provided primarily for library-related activities, such as book discussion groups, exhibits, slide or film programs, story hours, and other activities sponsored or co-sponsored by the library, to further the library’s educational programs and make substantial use of library materials.

Organizations can apply to use the meeting room either by filling out an application in person, through fax, or on-line through the web page. All reservations must be made by a Leavenworth Public Library cardholder, unless granted otherwise by the Library Director. All fees for room usage must be paid prior to a group taking possession of the room. The cardholder will be responsible for all additional fees incurred through meeting room usage, including appropriate cancellation fees and damages, and their library account may be charged in order to collect these fees. Any group with outstanding room fees will need to pay their account in full in order to make further room reservations.

The meeting rooms are not available for commercial sales. Such commercial use includes, but is not limited to, bazaars, special benefit sales, and programs designed to promote the purchase of products and services. However, it may be used by for-profit organizations for training and educational purposes. Events of a primarily social nature, such as receptions, parties, showers, and playgroups are not permitted.

If any colleges or schools offering courses in the Leavenworth area for which they are charging fees desire the use of a meeting room on a regular basis for an extended period of time, those colleges or schools must make a formal request to The Board.

Groups may not charge fees for entrance to meetings or programs. Fees for study groups, discussion series, conferences, or similar meetings may only be collected if permission has been secured in advance from The Board.

Appropriate conduct and order is expected as a condition of use of the meeting room. At least one adult must be present and responsible for any event involving children under the age of 18. Individuals attending these meetings must make prior arrangements for child care, as the library cannot assume responsibility for the care of children of meeting attendees. In addition, the library is not responsible for any items that are lost or stolen during a meeting.

Audiovisual equipment is available for use in both meeting rooms. This includes a TV with VCR or DVD player, an overhead projector, a LCD projector, and a small sound system. Internet access is also available. These items must be returned to their appropriate locations at the conclusion of meetings. There will be a flat fee of $25.00 for use of built-in audio-visual equipment in the meeting rooms; this fee includes use of all equipment during the reservation time. Reservation time is defined as the time during which the group is the sole, continuous occupant of the meeting room.

Set-up and special arrangement of the meeting rooms are the responsibility of the user/group. No special room set-ups will be provided by the library. The meeting rooms should be left in order after use: return chairs and tables to original positions; pick up and deposit any refuse, secure any equipment used, and notify the library staff upon leaving so that the doors may be locked. The organizations scheduling the room are responsible for any damages to the building, furniture, or equipment. No lighted candles or flames are allowed.

The fact that The Board has considered and authorized programs for presentation does not constitute endorsement by the library of points-of-view expressed by participants in the programs. The Library Director and Board reserve the right to cancel any meeting, should conditions or situations warrant such action. Neither the name nor the address of the library may be used as the official address or headquarters of an organization or group using the library’s meeting rooms. Contact information is provided by the user/group when requesting the meeting room and may be shared with individuals inquiring about such programs.

Notice of cancellations must be received by the library at least twenty-four hours in advance of the reserved time. Cancellations made less than twenty-four hours in advance will result in a $5 cancellation fee. In addition, failure to notify the library of a cancellation may result in the denial of future meeting room privileges.

In the event of electrical or heating/cooling equipment failure or a weather-related emergency, all efforts will be made to notify the contact person of the organization scheduled to use the meeting room. During inclement weather, the group scheduled to use the room should check with the library before the scheduled meeting or listen to local radio/television stations for closing information.

Fees (which are cumulative):

• *$5.00 per cancellation when made less than twenty-four hours in advance
• *$10.00 per session when food is served
• *$15.00 per hour for commercial training and educational purposes
• *$15.00 for use of room prior to normal opening hours
• *$25.00 per session for college and university classes
• *$25.00 per session for use of library-owned audio-visual equipment (all-inclusive)

I have read and accept the terms of usage for the Art and Lucille Jahn Meeting Room and the East Meeting Room.

Online Meeting Room Sign Up

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