Meeting Room Policy
Great Bend Public Library
Any group submitting a request must agree to the following policy. The Board of Directors of the Great Bend Public Library approved this policy on September 9, 2013.
The Great Bend Public Library provides the community with a comfortable place to hold meetings. It is encouraged for outside groups and organizations to use the library as a space to exchange ideas and provide and participate in events for the enrichment of the public.
·Lower Level Meeting Room-Occupancy: 150
To reserve a meeting room at the library any individual or organization must submit a room request in person at the library or online at http://libcal.greatbendpl.info .
The meeting rooms are available on a first-reserved, first-served basis.
Reservations should be made in advance and can be made up to two months in advance. Same day scheduling can be done based on availability.
After receiving the request a designated library staff member will contact the applicant to discuss the event requirements.
Upon approval, written confirmation will be given to the applicant and will need to be signed and returned to guarantee the reservation.
All use of the meeting rooms is subject to the approval of the Library Director or a designated library staff member.
Cancellations should be made with at least 24 hours notice by calling the library at (620) 792-2409.
A cancellation with less than 24-hours notice will result in forfeiture of deposit and equipment use fee.
The 24-hour notice is waived for weather-related cancellations.
All meetings must be held during library business hours and must end no less than fifteen minutes before the library closes. Violation of this will result in forfeiture of deposit.
Library sponsored or co-sponsored events take precedence over scheduling of events for other groups at all times.
Priority for use of the room shall be as follows:
Programs or classes sponsored and presented by the Great Bend Public Library. Schedule conflicts decided by director.
Programs or classes sponsored and presented by the Central Kansas Library System. Schedule conflicts decided by director.
Programs or classes sponsored by others, but presented by staff members of the Great Bend Public Library
Nonprofit and Public Funded organizations
All other groups
Lower Level Meeting Room ( Click here for setup types.)
Classroom-Setup is in a classroom configuration. Groups wishing for a different layout are responsible for moving tables and chairs themselves and returning furniture to its original position after their event.
Publicity for an event must not be worded in a manner that would imply sponsorship or endorsement by the Great Bend Public Library. A disclaimer of “not endorsed by the Great Bend Public Library” should be used in print or sound advertising.
The name and address of the Great Bend Public Library may only be used to indicate location of the event.
The sound level of the group’s activities shall not be disruptive to the daily business of the Great Bend Public Library or Central Kansas Library System.
Decorations cannot obscure exit signs or doors.
Nothing may be taped or affixed to any part of the room. Glitter and confetti are prohibited.
No candles, incense or any smoke or heat producing devices.
Groups may serve refreshments or have meals catered in by an outside company.
All groups must provide their own refreshments, serving containers/utensils, and the group is fully responsible for cleanup.
Alcoholic beverages are not allowed in the library.
All attendees must agree to abide by all policies and regulations of the Great Bend Public Library and accept responsibility for any and all damages to the library building, contents and equipment (normal wear and tear excepted).
Equipment is available for the meeting rooms at a fee.
Users will be charged full replacement costs for any equipment that is missing or damaged.
Video conferencing equipment is available. Groups using video conferencing are responsible for organizing the conferencing and must be present 15 minutes prior to their program for a short training.
A list of available equipment is included below.
For each event, a flat $25.00 fee is charged for the use of one piece of equipment or any combination of multiple pieces of equipment. Full refund of the Equipment Use Fee will be given if the required 24-hour cancellation notice is given.
Portable lectern with microphone
Video conferencing system
Easel for flip chart pad holder (flip chart pad not provided)
The following are available in the LLMR only:
Built in projector
Adaptive listening devices
Drop-down screen [NO CHARGE]
Lapel microphones (2)
Wireless handheld microphones (2)
Meeting rooms are available at no charge to non-profit and public funded groups holding a meeting or event that is both free and open to the public. For closed meetings the charge is $20 for a meeting space.
Must have 501(c)(3) or director’s approval.
Lower Level Meeting Room - $100 (5-8 hours)/$50 (3-5 hours)/$25 (up to 3 hours)
Classroom - $50 (5-8 hours)/$25 (3-5 hours)/$20 (up to 3 hours)
All groups must submit a $50 Deposit in the form of a second check for use of the meeting rooms. The deposit check will be returned if the room is left in good order and the policy has been followed. Any group that vacates the space late forfeits their deposit.
Full refund of the Room Use Fee, Deposit and Equipment Fee will be given if the group gives the required 24-cancellation notice.
Equipment Use Fee
For each event there is a flat $25 fee for the use of one or more pieces of equipment.
If technical operation is required from staff, there is a $25/hour fee with a minimum charge of $25.
All litter must be put in a trash container.
Report any problems to library personnel.
Leave the meeting room as clean and orderly as possible.
Report spills immediately.
Remove all personal effects.
Special cleaning requirements or damage caused during room use will be charged to the user.
No group may schedule the room on a regular basis, e.g. every Wednesday evening or the first Monday of every month.
No purely social functions are allowed in the meeting room. These include but are not limited to: weddings, receptions, anniversary celebrations, funerals, birthday parties, reunions, dances, or private parties.
Staff offices, workspaces and lounge will be off limits to all participants using the meeting rooms.
All requests to use the meeting rooms must be approved by the library director or a designated library staff member. Granting a request does not imply the library’s endorsement of the group or activity. Likewise, failure to grant a request does not imply the library’s opposition with the group or activity.