The Crawfordsville District Public Library Board of Trustees welcomes the use of its meeting rooms by responsible organizations. Rooms are provided to accomplish the mission of the Library. Our mission is to provide collections, services, and programs that encourage the love of reading and learning in our community. The Board reserves the right to review and/or deny any request for use of meeting rooms.
Meeting Room C: Capacity = 40 chairs (24 with chairs/tables), no catering kitchen
Conference Room: Capacity = 10, no catering kitchen
Classroom: Capacity = 60 (48 with chairs/tables), no catering kitchen
Tutoring Rooms: Capacity = 2-4
Fees will be refunded if cancellation is received at least 24 hours prior to the scheduled meeting time
Library Sponsored Events are exempt from Room Charges.
The fact that an organization is permitted to meet at the library does not constitute an endorsement of the organization’s beliefs by the library, its staff or Trustees.
Groups using the meeting rooms will be required to abide by the rules governing the use of the library and meeting rooms. Failure to comply may result in your being asked to leave and cancellation of further use of library facilities. One must be at least 18 to reserve a room. An adult must supervise all meetings. Groups must accept responsibility and agree to pay the library for any damages to the room and/or equipment which may occur during use of the meeting rooms. Decorations are not to be placed on walls or suspended from ceiling. Litter must be picked up and the room left as it was found.
No admission fees or donations of money or other property may be solicited or collected from the audience. No promotions or sales of services, products, merchandise, materials or other items are allowed. The only exception is for library sponsored programs or events on behalf of the Library, Friends of the Library, or Museum.
No meeting shall cause undue interference with the operation of the library. Meetings shall not conflict with library sponsored programs and in the event of such conflict, the library program shall receive priority.
Library personnel have free access to enter any meeting room at any time. The library board has vested in library personnel the authority to supervise meeting room use and to interpret policy; however, final authority rests with the Library Board of Trustees.
Reservations are accepted on a first come – first serve basis; however, reservations are not considered final until a Meeting Room Request Form (.pdf) is completed with an original signature. Meetings may be scheduled on a one-time or on-going basis. On-going reservations may be made up to six (6) months at a time. Meetings must be held during the regular hours of the library. In rare instances, the library may cancel reservations, refunding any fees and rescheduling, if the room is needed for a library-sponsored or emergency event.
Food may be served in all meeting rooms. The catering kitchen is adjacent to the Donnelley Room and meeting room “B”. A catering kitchen includes range top, oven, microwave, dishwasher, sink and refrigerator. Light refreshments may be served in other rooms except the second level Tutoring Rooms. A coffeepot and punchbowl are available upon request. The Library does not provide utensils or consumable items such as cups, plates, napkins etc. Battery powered candles acceptable, no open flame allowed. No alcohol in the library.
Audiovisual equipment is available for use in meeting rooms. The equipment should be reserved when making the room reservations. Rooms are equipped with wireless connections to the Internet through the library’s portal.
Meeting room policy revised June 11, 2013.