Meeting rooms

Meeting room uses

• Public gathering spaces are intended to be commercial-free environments where groups may come together to learn and exchange information and ideas.
• Public gathering places are available to the public regardless of the beliefs or affiliations or groups requesting their use.
• Permission to use a public gathering place does not constitute an endorsement by the library of the program or point of view expressed
• The meeting rooms are intended for larger groups. Individuals and small groups may use a meeting room if there are no reservations that day and they agree to the Meeting Room Public Use Agreement.

Prohibited activities

• Meeting rooms may not be used for purely social purposes including parties and other events (such as weddings, birthdays, retirements, etc.).
• No commercial activities.
  • No admission fees or tuition, sales of products or services, or other direct fundraising activities.
  • Exceptions may be made for library-sponsored groups, programs or events.
• No gambling, games of chance, bingo, casinos or wagering of any kind may be part of any program, meeting or event.
• The following may not be used: 
  • No candles or flames of any kind
  • No balloons of any kind
• The library may not be used to store equipment, materials or supplies.

Library right of refusal

• The Library Services Deputy Director (or designee) is responsible for working to resolve disputes that may arise over the reservation and use of library rooms.

Meeting information and publicity

• Hennepin County Library will communicate scheduled meetings (group name, time, date and place of meeting in the room reservation calendar. That information may also be posted either digitally or in print in the library where the meeting is being held.
• The library name may not be used in any publicity for non-library sponsored or co-sponsored meetings except to designate the meeting location.
• Hennepin County Library may not be used as the official address or headquarters of any organization.

Patron responsibilities

• Patrons will comply with federal, state, and local laws and policies, including the Hennepin County Library Board Reserving and Using Library Rooms Policy.
• The person reserving the space determines the intended audience for the gathering.
• The contact person for the reservation is liable for any damages to facilities and furnishings. The contact person shall indemnify, defend and hold harmless Hennepin County, its officers, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from a negligent act, omission or error of the group resulting in or relating to personal injuries or property damage arising from the groups’ use of the library. Failure to follow this policy may result in the loss of future reservation and use privileges.

Cleaning

• Normal vacuuming and trash removal are provided.
• If the room requires additional cleaning after a meeting, the contact person for the group will be charged at the rate established in the Hennepin County Library Fee and Fine Schedule.

How to request a room reservation

• Patrons must complete the online room reservation application form and agree to the Meeting Room Public Use Agreement.
• Choose a room from the list of reservable meeting rooms and submit a reservation request online
• Applicants must be 18 years of age or older to reserve meeting rooms.
  • Library staff will reserve meeting rooms for walk-in patrons under 18 years of age to use the library that day if a parent/guardian is not present.

How far in advance can rooms be reserved?

• Rooms may be reserved up to 90 days in advance.

Cancellations

• Patrons should notify the library as soon as possible if it is necessary to cancel a reservation.
• Repeated cancellations may affect the ability to reserve meeting rooms in the future.

Audiovisual equipment 

• Wi-Fi is available in all libraries. More information about using Wi-Fi at the library
• AV equipment is not available in most meeting rooms. Some meeting rooms have a large flat-screen monitor for use with your own device. (See Meeting room list for information about specific locations.)
• Brookdale, Hosmer, Minneapolis Central, Plymouth, and Rockford Road libraries have semi-private rooms equipped with a webcam and a headset/microphone for video conferencing on popular platforms like Zoom, Teams, and Google Meet. More information about video conference rooms.
• North Regional, Oxboro, Ridgedale, Rockford Road, and Walker libraries offer hybrid meeting rooms for public use. These spaces are equipped with a high-quality camera, microphone, speaker, and screen ensuring attendees, whether on-site or online, can fully engage and collaborate. More information about hybrid meeting rooms.
• Groups may bring their own equipment. Staff are not available to provide AV equipment support.

Furniture and set-up

• See Meeting room list for detailed information about furniture available in specific locations.
• Furniture set-up is available at Ridgedale and Southdale libraries.

Beverages

Covered beverages are allowed in most rooms.

Food

Food is not allowed, except in some meeting rooms. Check room descriptions for more information.

In rooms where food is allowed, groups are required to provide all supplies and are responsible for cleaning up. No alcoholic beverages. No cooking (including slow cookers or Sterno chafing fuel).

Catering

You may arrange your own box lunch catering or food delivery (where food is allowed).