As the information center for our community, the Indianapolis Public Library encourages the free expression of ideas essential to an informed citizenry. The offering of meeting room space in our library facilities is one of the many methods used to provide access to ideas representing all points of view on all subjects. Permission granted to meet in a library meeting room in no way constitutes endorsement by the Library of the policies or beliefs of any group or organization.
The Library reserves the right to review each prospective use and determine whether that use falls within the Indianapolis Public Library meeting room guidelines. Use of the premises may be prohibited or terminated at any time if the conduct of the group interferes with staff work or patron use of the library, is disruptive to library service or patrons, or is abusive or dangerous to the building, library materials, exhibits, furnishings, or individuals in the building.
The Indianapolis Public Library has meeting rooms available during all public hours of operation. The Library Services Center (LSC) and Central Library have meeting spaces and other rentable spaces available after business hours.
Groups and individuals who use the meeting rooms are guests of the Library, and their use of the space should reflect that understanding. Areas designated as staff lounges are for the use of Library staff and volunteers only. Activities for minors must be supervised by responsible adults. No smoking is permitted on Library property or within 50 feet of any public entrance. No person may be denied access to a meeting for which no admission is charged, or where admission is not limited to membership, so long as that person complies with the Library’s Standards of Behavior. Authorization for library meeting room use is limited to the furniture and equipment assigned to that room.
An authorized representative of the group reserving the meeting room must remain on the premises throughout the period for which it is reserved, or until the meeting ends. Library meeting rooms must be restored to their original clean condition. Users of library meeting rooms agree to pay for any damages to Library property.
To reserve a meeting room, a fully completed and signed Meeting Room Reservation Form must be submitted for approval at least two weeks in advance of the event.
Meeting room reservations request by Not-for-Profit organizations must include a copy of the 501c3 certificate. This requirement may be waived by the CEO in the case of small not-for-profit organizations and special interest community groups. The certificate copy will be kept on file by IndyPL. Meeting rooms may be booked by calling the Meeting Room Reservation Line, 317-275-4020. Any required fees must be paid at least one week prior to the event. Use of library meeting rooms is limited to the type of meeting or activity stated on the application.
Meeting room packets may be picked up at the Central Library Information Desk, the LSC Receptionist's Desk, or at branch libraries during all public service hours. Meeting rooms may be booked one (1) year in advance. Reservations for the following year are accepted beginning September 1st of each year.
Either party may cancel this Agreement with written notice to the other, without liability as a result of acts of God over which neither party has control, government regulation, terrorism, disaster, strikes, civil disorders, or any other factors over which neither party has control, making it impossible or illegal to conduct the program consistent with those conditions that existed at the time the contract was entered into. The parties may, however, agree to go forward on such terms and conditions that may be re-negotiated. Any deposits made shall be refunded to the party who made the deposit.
Fees are based on a minimum of four (4) hours. Prevailing sales tax will be charged to for-profit organizations and individuals. Rental fees may be waived for city and county governmental entities and designated Library affiliates. This exemption requires the approval of the CEO. Expenses for additional security, auditorium technician, and food and beverage will be charged. Discounts are available for multiple bookings.
No fees are charged for Branch meeting rooms under the following circumstances:
Fees are charged for Branch meeting rooms under the following circumstances:
|Branch Library meeting room (up to 4 hours)||$0.00||$80.00|
|Branch Library meeting room (over 4 hours)||$0.00||$160.00|
|Goodrich/Houk Meeting Room An hourly fee will apply after 4 hours Includes parking and set-up||$280.00 $45.00||$360.00 $65.00|
|Knall Meeting Room An hourly fee will apply after 4 hours Includes parking and set-up||$300.00 $50.00||$400.00 $75.00|
|Riley Meeting Room An hourly fee will apply after 4 hours Includes parking and set-up||$420.00 $55.00||$540.00 $85.00|
|Indianapolis Special Collections Room Evening rate (starting at 5:00 pm) An hourly fee will apply after 4 hours Includes parking and set-up||$575.00 $725.00 $90.00/125.00||$725.00 $925.00 $125.00/190.00|
|West Reading Room An hourly fee will apply after 4 hours Includes parking and set-up||$900.00 $150.00||$1,100.00 $200.00|
|East Garden (all users) An hourly fee will apply after 4 hours Includes parking and set-up||$1,000.00 $175.00||$1,400.00 $250.00|
|Simon Reading Room (all users) An hourly fee will apply after 4 hours (Includes 4 hours of security manhours) Includes parking and set-up||$1,100.00 $200.00||$1,500.00 $300.00|
|Atrium An hourly fee will apply after 4 hours (Includes 8 hours of security manhours) Includes parking and set-up||$2,850.00 $500.00||$3,350.00 $625.00|
|Clowes Auditorium (all users) An hourly fee will apply after 4 hours Includes: AV Equipment, AV Technician, 1 hour set-up and 1/2 hour tear down, and parking||$1,100.00 $275.00||$1,600.00 $400.00|
|Vista Concourse (6th Floor) An hourly fee will apply after 4 hours Includes parking and set-up||$2,350.00 $375.00||$2,850.00 $500.00|
|Garden Conference Room An hourly fee will apply after 4 hours Includes parking and set-up||$340.00 $85.00||$340.00 $85.00|
|Rentals of Library owned furniture/equipment for use by caterers and clients for events|
|Chairs (bingos)||$2.00 each (no charge when used in meeting rooms, included with wedding ceremonies up to 200)|
|Tables (events)||$5.00 each (no charge for regular meeting room tables)|
|Podium||$25.00 for event space (included in all meeting rooms and Auditorium)|
|Projector Screen||$30.00 for event space (included in all meeting rooms and Auditorium|
|Set-up/Tear Down fees (charged only when fees for event space is waived or comp’d, all attendees will self-pay for parking)|
|Meeting rooms||$90.00 (tables and chairs for meetings only)|
|Simon Reading Room||$150.00 (wedding chair set-up and moving heavy furniture)|
|West Reading Room||$200.00 (moving heavy furniture)|
|Indianapolis Special Collection Room||$150.00 (moving heavy furniture)|
|Atrium||$600.00 (moving heavy furniture)|
|Vista Concourse (6th Floor)||$600.00 (moving heavy furniture)|
|Computer Lab - Per Hour 4 hour minimum||$45.00||$75.00|
|Staff Trainer for Computer Lab - Per Hour 4 hour minimum||$25.00||$25.00|
|After Hours Tour Guides - Per Tour Guide Maximum 25 people per tour||$25.00||$25.00|
|Piano||Fees based on market rates for tuning and moving|
|Flip Chart - Per Chart||$5.00||$5.00|
|Meeting Room Supply Box||$5.00||$5.00|
|Event Planner Fee (minimum of 4 hours)||per hour $40.00|
|Security||$30/hour - minimum of 4 hours. Minimum is not applicable with use of Atrium or Simon Reading Room|
|Atrium Information Desk as BAR||$250.00 for removal and replacement of computer equipment|
|Atrium TV Monitors||$50.00 per monitor - client provides laptop with presentation loaded. Staff connects.|
There is a 1 hour minimum, 4 hour maximum for the use of The Learning Curve.
|Cost per child Fee covers the cost of the skilled activity guides.||$20.00||$20.00|
|Laptop component - Up to 60||$200.00||$200.00|
|Media Workshop 8 maximum, 13-18 year-olds||$100.00||$100.00|
|Baby space and baby computers||$50.00||$50.00|
|LED Readouts - Each per day Readouts are a personalization option||$50.00||$50.00|
|Vortex - Per day Vortex is a personalization option||$300.00||$300.00|
|Braille Wall - Per day Wall is a personalization option||$50.00||$50.00|
|Directory Wall/Plasma Screens - Each per day Wall is a personalization option||$100.00||$100.00|
|Green Screen animations - Per day Screen is a personalization option||$100.00||$100.00|
|Think Tank||No charge||No charge|
|Auditorium An hourly fee will apply after 4 hours||$240.00 $50.00||$440.00 $100.00|
The Library has the ability to add a premium charge for unique events and to offer discounts for marketing and promotional purposes.
Groups meeting at branch libraries that require a different arrangement may re-configure the room for their needs, with the understanding that it is to be returned to its original set-up. Branch library staff is not responsible for re-arranging the meeting room.
Staff is available at Central Library and the LSC for set-up.
Refreshments served at Branches should be limited to those items easily disposed of, e.g., light snacks, box lunches. All refreshments should be consumed inside the meeting room, and trash placed in the appropriate receptacles.
Food and beverages desired for meetings at the LSC and Central Library must be provided by the Exclusive Caterer. Upon reserving a meeting space, clients will be referred to the Catering Manager for catering needs. The Catering management will be responsible for making all arrangements for catered food services, including the collection of catering fees. The IndyPL assumes no responsibility for catering services.
Free parking is available at the Library Branches and at the LSC. There are approximately 400 spaces available in Central Library's pay parking garage. Pre-payment of guest parking can be arranged if requested in advance.
Volunteers working at Central will be allowed to park at no charge during the time they are scheduled to work at Central. Volunteers that visit Central when not assigned to work will pay the normal parking fees charged to all patrons.
Groups wishing to have A/V or electronic equipment may order it through the Library's approved vendor. If a group wishes to bring A/V or electronic equipment in from another source, it must be approved in advance. Technical support is available and required for use of the Central Library Auditorium and the Garden Conference Room. There is a fee for this service.
If a group wishes to have an extra level of security, it will be charged according to the prevailing rate used by the Library's security vendor. If the nature of the group or meeting is such that the Library determines the need for additional security, the group will be assessed the fee.
Each group is responsible for its own publicity. Any printed publicity must include the statement: "This program is not sponsored by the Indianapolis Public Library." Publicity is not to include the Library's telephone number, nor may the Library's name and address be used as a mailing address.
Organizations or individuals gathering petition signatures may not block the public right-of-way, interfere with the conduct of business, or create litter problems.
Signs produced for directional purposes must be submitted to the Library and posted by Library staff. Materials may not be attached to walls, windows, doors or furnishings. Unauthorized signs will be removed without notice.
Organizations or individuals using meeting rooms shall indemnify and hold harmless the Indianapolis Public Library and its officers, directors, agents and employees from and against all losses, damages, claims, costs and expenses arising from injury or death of any person(s), or damage to property resulting from any act or omission of such users or their employees, agents, representatives, guests, invitees, or the general public to the extent that such losses, damages, claims, costs and expenses arise in connection with or relate to the organization's or individual's use of the facility.
Organizations or individuals using meeting rooms shall be liable for all damages, expense and loss, including theft and property loss, caused by any person who attends, participates in, or provides goods and services connected with the organization’s or individual's use of the facility and all tangible property. Replacement value may be used by the IndyPL to determine the damage cost charged.
The Library assumes no responsibility for lost or stolen items or damage to vehicles in the parking lot.
Use of library meeting rooms may be prohibited or terminated at any time if the activity or conduct planned or occurring in the facility is or is deemed to be disruptive, or interferes with library patron use of the library facilities for library purposes or is disruptive or interferes with library staff in their service to patrons. The privilege of using Library meeting rooms will not be granted or will be revoked if the activities or intended activities of the meeting room users negatively impact normal operations in the following ways:
Priority will be given to: Library-sponsored events; to City-County sponsored events; groups that are Indianapolis/Marion County based. All other groups will be given consideration on a first-come/first-served basis. The Library reserves the right to preempt any event for an emergency Library-sponsored event. In such rare instances, the Library will make every reasonable effort to give ample notice and to assist the group in reserving another date or library meeting room. If that is not possible, there will be a full refund of any fees.