Meeting Rooms

Reserve a Meeting Room

Meeting Rooms are available at KHCPL Main, KHCPL South, and KHCPL Russiaville.  To reserve a meeting room, please contact your preferred library location, and fill out and return a Meeting Room Request Form:

• Meeting Room Request Form - KHCPL Main
• Meeting Room Request Form - KHCPL South
• Meeting Room Request Form - KHCPL Russiaville

Location	Meeting Room Capacity (Chairs Only)	Meeting Room Capacity (Tables & Chairs)	Kitchenette?	Photo
Main Library - 765.457.3242
Quiet Study Room 1	n/a	4	No
Quiet Study Room 2	n/a	4	No
Meeting Room A	50	30	Yes
Meeting Room B	50	30	No
Meeting Room A/B Combined	70	60	Yes
Meeting Room C (Children's)	40	24	No
KHCPL South - 765.453.4150
Cardinal Room	50	30	No
Peony Room	50	30	Yes
Cardinal & Peony Room	100	60	Yes
Tulip Tree Room	30	15	Yes
Group Study Rooms	n/a	6-10	No
KHCPL Russiaville - 765.883.5112
Meeting Room	20	12	Yes

FEES

Nonprofit clubs and organizations may use the meeting rooms at no charge. Proof of nonprofit status may be requested. Tutors and students may use Group Study rooms at no charge. Businesses, individuals wanting to use the rooms for private parties, and all other groups will be charged a fee of $25 for each one hour or portion of an hour (maximum $200/day.)

Failure to notify the library of a cancellation may result in the group being disallowed from future use of library meeting rooms. Fees will not be charged, or will be refunded, if cancellation is received at least 24 hours prior to the scheduled meeting time.

RESERVATIONS

Reservations are accepted on a first come - first serve basis; however, reservations are not considered final until a Meeting Room Request Form is completed.

To ensure that library meeting rooms are available to as many groups as possible, meeting rooms are scheduled on a one-time basis; however, ongoing reservations can be made for the current month and the following month.

Meetings must be held during the library’s open hours. Groups should be careful to schedule meeting rooms for the entire time they are needed, including any setup or cleanup time. Groups will not be allowed to enter a meeting room before, or use the meeting room past, the time the meeting room is scheduled.

In rare instances, the library may cancel reservations, refunding any fees, if the room is needed for a library-sponsored event.

EQUIPMENT

Audiovisual equipment may be available for use in meeting rooms. The equipment should be reserved when making the room reservation.

FOOD

Food may be served in meeting rooms, but not in group study rooms. Kitchenettes are available in some meeting rooms (see “Facilities” chart above.)

• A coffeepot and punchbowl may be available upon request.
• Red beverages are not allowed in the meeting rooms.
• Alcoholic beverages are not allowed in the library.

REGULATIONS

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 will result in the cancellation of further use of library facilities. 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.

• The room must be left as it was found.
• Litter must be bagged and placed next to the trash receptacle. Absolutely no liquids should be placed in trash bags. Extra trash bags are available.
• Library equipment and furnishings, including tables, must be protected from damage by glue, paint, heat, etc.
• Candles may be used for decoration, but may not be lit.

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 director.

Revised March 2011