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Branch Meeting Room Guidelines

The Indianapolis Public Library has branch meeting rooms available during all public hours of operation.

General

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 branch locations 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 branch 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 Branch 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 visitors' use of the Library, is disruptive to Library service or visitors, or is abusive or dangerous to the building, Library materials, exhibits, furnishings, or individuals in the building.

Groups and individuals who use the branch 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 Branch meeting room use is limited to the furniture and equipment assigned to that room.

User Responsibilities

An authorized representative of the group reserving the branch 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 before the Library closes. Users of Library branch meeting rooms agree to pay for any damages to Library property.

Prohibited Activities

  • Drugs, alcohol and the use of tobacco products
  • Disruptive behavior
  • Activities that impede the function of the library
  • The use of any equipment that interferes with library operations or which creates any losses or liabilities for the Library.
  • The use of inflatables including bounce houses, inflatable slides, etc.
  • Illegal activities

Reservations

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.

  • Branch Meeting Rooms requests may be submitted online or by calling the Branch Meeting Room Reservation Line, 317-275-4020.

Branch meeting room reservation requests by nonprofit organizations must include a current copy of the nonprofit certificate. The certificate copy will be kept on file by the Library. This requirement may be waived by the CEO in the case of small nonprofit organizations and special interest community groups. Any required fees must be paid at least two weeks prior to the event. Use of Library meeting rooms is limited to the type of meeting or activity stated on the application.

Branch meeting room packets may be picked up at the Central Library Information 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.

Right to Cancel

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.

Branch Meeting Room Fees

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, food and beverages will be charged. Discounts are available for multiple bookings. The Library has the ability to add a premium charge for unique events and to offer discounts for marketing and promotional purposes.


See the Meeting Room Fees for Branch Meeting Rooms.


Current pricing reflects rates for 2025.

Room Configuration

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 before the Library closes. Branch library staff is not responsible for re-arranging the meeting room.

Materials may only be attached to walls, windows, doors, and furnishings with painter's tape. Groups cannot remove any existing artwork from walls.

Food and Beverage

Refreshments served at Branch Libraries 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.

Parking

Free parking is available at all of our Library Branch locations.

Audiovisual Equipment

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.

Security

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.

Publicity

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.

Petition and Signing

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.

Indemnification

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.

Damages

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 Indianapolis Public Library to determine the damage cost charged.

Liability

The Library assumes no responsibility for lost or stolen items or damage to vehicles in the parking lot.

Revocation and Refusal of Authorization for Use

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 visitors' 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:

  • The meeting is conducted in a noisy, disorderly or inflammatory manner.
  • The size of the meeting presents personal safety or building security issues, or creates an undue parking demand on library lots or the surrounding neighborhood.
  • The activities of meeting room users disrupt or will be disruptive to other library patrons use of library facilities or distract or will be distractive for library staff from the performance of their duties.
  • The meeting room users neglect to pay all required fees, or neglect to pay for damage to the meeting room.
  • The meeting room users neglect to leave the room in the condition in which it was found.
  • There is any violation of Library policy.
  • A group fails to show for a scheduled meeting without prior notification.

Priorities

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.