Meeting Room Use

Notice: Meeting room doors are fire doors. Indiana Administrative Code requires fire doors are to be closed while rooms are being used. If your meeting adjourns after 8:00 p.m., library entrance doors will be locked. When leaving the building, please pull these doors firmly shut and try them to be sure they are latched.

The Carnegie Public Library Board of Trustees recognize the need for public meeting rooms and invite groups to utilize the library’s facilities subject to the following conditions:

1. Meeting rooms are available at no charge to non-profit groups wishing to present programs or to hold meetings which serve the community’s needs for education, information or cultural enrichment. A free will donation to the library would be welcomed.

2. Each organization assumes the full responsibility for any damages incurred resulting from the use of meeting room facilities. Abuse of the facilities will be sufficient cause to deny further use of the rooms, or the requirement of a deposit to be refunded if the room is returned in good condition.

3. Library sponsored or co-sponsored programs take precedence over other groups at all times. The library reserves the right to change or cancel reservations in emergency situations.

4. The library or a library group may sponsor a fund-raising or purely social program in the library. Other groups are allowed purely social programs at the discretion of the director.

5. Profit-oriented groups are permitted to use the meeting room facilities for a fee of $60.00 per use. Cash or credit transactions for profit-oriented groups are not permitted on library property.

6. The use of the library meeting rooms for political rallies or partisan events is not permitted.

7. Rooms are available on a first-come, first-served basis. Groups are encouraged to reserve rooms in advance. Reservations can be made in person or on the telephone. Users should be out of the building by 10:00 p.m., Monday through Saturday.

8. It is the responsibility of the person scheduling a meeting to inform the library of meeting cancellations. Please give as much notice as possible, freeing the meeting room for other organizations.

9. Groups must consist of at least three (3) individuals. Rooms may be made available for serious small group study or tutoring sessions. Maximum attendance is limited by the size of the room.

10. Meetings must not be of a nature which would interfere with the normal operations of the library. This includes excessive noise.

11. Granting use of the meeting rooms does not imply approval by the library of the group, the meeting, or the ideas presented at the meeting. Publicity for a meeting by a non-library group must not be worded in a manner which would imply library sponsorship of the group’s activities.

12. The name, address and telephone number of the library must not be used as the official address or headquarters of an organization. The library does not provide storage room for your own supplies.

13. Light refreshments or packaged meals may be served in the rooms.

14. Chair and table arrangements are the responsibility of the group arranging a meeting. Groups are responsible for cleaning up after their meetings and leaving the rooms as they found them.

15. The library does not allow smoking on the premises.

Revocation and Refusal of Authorization for Use


Use of library meeting rooms may be prohibited or terminated at any time if the activity or conduct planned or occurring in the facility is or is deemed to be disruptive, or interferes with library patron use of the library facilities for library purposes or is disruptive or interferes with library staff in their service to patrons.


The privilege of using Library meeting rooms will not be granted or will be revoked if the activities or intended activities of the meeting room users negatively impact normal operations in the following ways:

The meeting is conducted in a noisy, disorderly or inflammatory manner.

The size or nature of the meeting presents personal safety or building security issues, or creates an undue parking demand on library lots or the surrounding neighborhood.

The activities of meeting room users disrupt or will be disruptive to other library patrons use of library facilities or distract or will be distractive for library staff from the performance of their duties.

The meeting room users neglect to pay all required fees, or neglect to pay for damage to the meeting room.

The meeting room users neglect to leave the room in the condition in which it was found.

There is any violation of Library policy.

A group fails to show for a scheduled meeting without prior notification.

Revised 9/13/10