Meeting Room
Meeting Rooms
To reserve a room please either stop by in person or call (620-724-4317).
The Girard Public Library has 1, 2 or 3 meeting rooms available for community groups/individuals to use whenever they are not being used for library functions. The library has (32) 6 foot tables and 30 cushioned chairs and 100 unpadded metal chairs available. The large room is 39′ 9″ x 25′ 3″. The large room has a divider to split the room in half. The small room is the story time room and is 18′ x 23′. The meeting room(s) shall be available on a reservation basis for meetings and exhibits, but no admission fee may be charged for any meeting held at the library. A fee may be charged to cover the actual costs of materials or supplies used during meeting or workshops. All groups must make reservations with the Library Director and/or Library Staff. Any of the rooms can be scheduled (in person or by phone) as early as six months or as late as 24 hours in advance of need. Groups wishing to schedule for consecutive weekly meetings will be required to renew yearly. A completed Meeting Room Reservation Application is required when reservations are made and will be kept on file at the circulation desk. The rental cost must be paid in full at the time of the reservation or the room will not be held, but deemed available for rental. If you need to cancel the room rental, Library must be notified 10 days before the event to receive a full refund. If room is cancelled within 9 days of the event, cost of rental is nonrefundable. The library requires a $50 damage deposit (check or cash) can be paid anytime before the event. If, after the meeting, the room and kitchen are clean and no damage the $50 (check or cash) will be returned to the renter on the next business day after room is inspected. Carpets must be vacuumed (vacuum is located in the table closet). All tables and chairs used must be cleaned before putting away. Failure to vacuum, clean tables and chairs, and take out trash will automatically forfeit $50 deposit and forfeit you ability to rent rooms in the future.
Room Charges are varied:
No individual or group/club may hold a rummage sale in our meeting rooms.
Not-for-Profit and Community Groups/Clubs with an annual income of less than $5,000 a year: For multiple/consecutive group/club meetings (2 hrs. or less), (12 meetings or less per year) there is a one time charge per year of:
For-Profit Groups, businesses, and individuals: (4 hrs. or less includes) *Note – if meeting is longer, then there will be an additional charge of $25 per hour. Renter has the option of paying for 4 hour, 8 hour, or 12 hour rental as listed below.
Organizations working together with the library and that provide free service(s) to the community will not be charged.
For all Groups:
Please do not use the cushioned chairs for children’s parties.
In the event that a question may arise about a group using the Library meeting room of whether profit or nonprofit, the Library Director or the Library Board will be consulted. The Library Board shall be the final authority in granting or refusing permission for groups to use the Library meeting room. Just because a group meets and uses the Library meeting room does not mean that the Library Board, Library Director and Staff, nor the Library itself are endorsing the views of the group. No claim to the effect nor Library sponsorship may be used explicitly or implicitly by the participating groups in advertising (i. e. media, posters, newspapers). Neither the name nor address of the Library may be used as the official address or meeting headquarters of groups using the Library meeting rooms. Items available for use are coffeepot, tables, chairs, an overhead projector & screen, lectern, slide projector, DVD/VCR, Blu-Ray player, and TV.
Meeting Room Rules
1. Reservations for meeting room(s) will be scheduled in order of request by one adult person in each group. This individual is responsible for meeting arrangements and must be present during the meeting and restoring the room to its normal condition after meeting. Any groups and responsible individuals are expected to pay for any damages incurred by group members, affiliated persons, guests and invites. Group size is limited to 130 people. Reservations for certain days in future months can be made up to 6 months in advance. Again, Library sponsored programs take priority.
2. A Meeting Room Reservation Application Form must be filled out by each group and kept on file. The information contained in agreement should be updated from time to time or once a year.
3. Library Director or designated employee will have to survey and make sure Library and contents are secured after meetings. The Library Board and staff are not responsible for any lost or stolen items by group members, affiliated persons, guests or invites.
4. No smoking, alcoholic beverages or fire is allowed anywhere in building.
5. The group using the room(s) is responsible for setting up chairs and tables as well as restoring the area to its original condition before leaving the building. Food and drink may be served in meeting rooms and clean up can be done in the kitchen. Kitchen should be clean and in order when the meeting is done. Trash receptacles need to be tied up and taken out to dumpster. Carpets must be vacuumed (vacuum is located in table closet). All tables and chairs used must be cleaned before putting away. Failure to vacuum, clean tables and chairs, and take out trash will automatically forfeit $50 deposit and forfeit you ability to rent the rooms in the future.
6. Equipment is available upon reservation basis and responsibility of equipment and any damage incurred lies with group and reserving individual. And you will be charged the replacement cost of the damaged item/items.
7. Groups using meeting room are responsible for maintaining order. At least one adult must be present and responsible for any event involving children under age 18.
8. The Girard Public Library, Library Board, Library Staff, or the Director shall bear no responsibility whatsoever for personal injury occurred in the Library building or on Library grounds involving any groups members, affiliated persons, guests or invites.
9. Please supervise children at all times whether inside or outside the building. Also, if your event is during library business hours and a child from your party leaves the meeting room, an adult must accompany said child/ren while in other areas of the library. Please be considerate of library patrons.
Key
If you receive a key it will lock and unlock the north entry door only. When you have locked the door, place the key in the outside dropbox on the north wall by the front door on the west side of the building. If you have any problems please contact the Director.
Updated June 2019