HENNEPIN COUNTY LIBRARY

LIBRARY MEETING ROOM BOOKING REGULATIONS - PUBLIC USE

A. APPLICATION FOR MEETING ROOM USE

1. An application form must be completed before a booking can be confirmed. Before completing the application the requesting individual is required to read the Hennepin County Library Meeting Room Policy and Regulations for Use (this document). The completed application will be kept on file for one calendar year.
   
   
2. Hennepin County Library may not be used as the official address or headquarters of any organization.
   
   
3. The Library may provide the group's name and/or a group member's name and telephone number to the public so that direct contact with the group can be made.
   
   
4. Booking meeting rooms in Hennepin County Library Community Libraries have different procedures than Brookdale, Ridgedale and Southdale Resource Libraries. Contact the Library you are wanting for specific applications and/or forms.
   
   
5. Charges for Use:
   
   1. Non-profit groups who are not charging a fee or tuition to the public are not charged a fee to use a meeting room and can book a room at any Hennepin County Library.
      
      
   2. Non-profit groups who are charging a fee or tuition to the public are charged a fee to use a meeting room and can book a room only at Brookdale, Ridgedale or Southdale Resource Libraries.
      
      
   3. For profit groups are charged a fee to use a meeting room and can book a room only at Brookdale, Ridgedale or Southdale Resource Libraries.

B. RESERVATIONS

1. Meeting rooms may be reserved by the public as follows:
   
   

   Reservation Period Opens First Weekday of:	For the following months:
   December	January-May
   May	June-August
   August	September-December




2. Exceptions to booking periods are at the discretion of library managers.
   
   
3. Rooms will be assigned by the Library according to the relative size and needs of the group.
   
   
4. In cases where non-profit status is in question, the Library may request the organization to provide a copy of the exemption letter issued by the Internal Revenue Service indicating 501(c) (3) status or a letter from the Minnesota Secretary of State office indicating that the group is organized under Minnesota statutes Chapter 317A: Minnesota Nonprofit Corporation Act. The Library Director or designate will make the final determination in such cases.
   
   
5. Meeting room availability is on a first come, first served basis. For times when there is more than one potential user for a meeting room, an individual library may restrict use by a group or individual to once a month. The Library cannot guarantee availability for specific dates and times for regularly scheduled meetings.
   
   
6. Libraries should be notified as soon as possible if it is necessary to cancel a reservation. Failure to notify a library of a cancelled meeting may result in forfeitures of future meeting room privileges. Any fees will be refunded by the Library if notified seven days in advance of the scheduled meeting date.

C. AVAILABLE HOURS

Community Library meeting rooms are only available during Library scheduled open hours. Brookdale, Ridgedale and Southdale Resource Library meeting room hours are set according to staff availability by the library manager. Use of the room is restricted to the hours booked.

D. EQUIPMENT, SET-UP and CLEANUP

1. At Community Libraries the group is responsible for setting up and taking down needed tables and chairs. At the Brookdale, Ridgedale and Southdale Resource Libraries, custodial staff provides this service.
   
   
2. Non-library equipment or material may not be stored at the Library.
   
   
3. Hennepin County Library audio visual equipment is not available, at the Community Libraries. Audio visual equipment is available at Brookdale, Ridgedale and Southdale Resource Libraries. A fee is charged for the use of the Library's audio visual equipment. See Hennepin County Library Meeting Room Fees (noted below). Organizations may bring their own audio visual equipment.
   
   
4. Cleanup will be billed if cleaning service beyond the normal vacuuming and trash removal is required. See Hennepin County Library Meeting Room Fees (noted below).
   
   
5. The contact person is liable for any damage to facilities and furnishings.

E. FOOD AND BEVERAGES

For meeting rooms that allow food and beverages, groups must provide all supplies and will be responsible for the cleanup. Please note: Hennepin County Health Ordinances require that all refreshments be commercially prepared. No alcoholic beverage may be served.

F. OTHER REGULATIONS

1. Groups must comply with rulings of the local municipality as to the capacity of rooms and other safety regulations.
   
   
2. A supervising adult must be present when the meeting room is used by individuals under 18 years of age.
   
   
3. Failure to observe these regulations will result in the loss of meeting room privileges.

HENNEPIN COUNTY LIBRARY MEETING ROOM FEES

COMMUNITY LIBRARIES Custodial Services - Cleaning beyond normal	$15/hour
RESOURCE LIBRARIES (Brookdale, Ridgedale and Southdale) Non-profit organization charging a fee or tuition for the meeting (Minimum charge: one hour)	$10/hour
Profit-making organization (Minimum charge: one hour)	$25/hour
Custodial Services - Cleaning beyond normal (Minimum charge: one hour)	$15/hour
AUDIO VISUAL EQUIPMENT Microphone and projection screen	No charge
Single piece of equipment (e.g., overhead, monitor, VCR, video projection, audio-taping equipment)	$10/per item

MtgRmRegPublicFINAL6.20.05