Jay County Public Library 
315 N. Ship Street, Portland, IN  47371 
(260) 726-7890 or fax (260) 726-7317
Monday-Friday 8 to 8   Saturday 8 to 5


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C

Meeting/Study Rooms

SPECIAL NOTICE:  The meeting rooms are unavailable until repairs of water damaged areas are completed, now through May 17th, 2014.
Reservations for events after that date may be made beginning April 21st.

 

Three rooms are available for use by the public in the library.  

for how to reserve
for fee information

Wireless Internet access is available throughout the library building, including the meeting rooms.

Purpose of Rooms
The meeting rooms are provided for the use of the library, its programs, library-related organizations and, as time permits, other organizations or individuals for educational, recreational, social and cultural programs.  First priority is given to library-sponsored events, and the library reserves the right to regulate the use of the rooms so as not to impede the use of the library as a whole by the general public.  The library reserves the right to refuse use of the facilities or limit the frequency with which a group or individual may use the premises, in order not to limit the opportunity of other groups or individuals to use the facilities.

Reserving in Advance
Individuals (junior high age and older) or organizations may reserve space in any of the rooms up to six months in advance. 

Some limitations apply for the Community Room:

  • A group may reserve a portion or all of the Community Room only three (3) times in each calendar quarter (January-March, April-June, etc.). Examples: one meeting in each month, meetings three days in a row in one month, or meetings on three separate days in one month. There is no restriction on walk-in, unplanned usage or reservations made fewer than seven (7) days in advance, when and if rooms are available. An application may be submitted and reservations made by multiple members of the group, but the restriction applies to the group.
     
  • An individual may reserve a portion or all of the Community Room only three (3) times in each calendar quarter (January-March, April-June, etc.). Examples: one meeting in each month, meetings three days in a row in one month, or meetings on three separate days in one month. There is no restriction on walk-in, unplanned usage or reservations made fewer than seven (7) days in advance, when and if rooms are available.

A reservation application/agreement must be filed with the library prior to the date reserved.  If a reservation is made by phone and time permits, an application form will be mailed or faxed to the prospective tenant, so that it can be completed and returned to the library prior to the date reserved.  Those individuals or groups who use a room on a recurring basis need not sign a new agreement each time, so long as the person responsible for the premises does not change.  

Exception:  An individual (junior high age or older) wishing to use the Carnegie or Friends Room for private study on a walk-in basis need not fill out an application form but must be entered on the reservation schedule for a definitive length of time.  The library reserves the right to eject persons from those rooms if inappropriate conduct is observed.  Doors must remain unlocked at all times the room is in use.

The frequency of use of the study rooms will not be limited at this time.

Library-sponsored events are not subject to these rules and always take precedence over all other events.

Suggestions for those who use the Community Room often:

If your gathering is small could you use the Carnegie or Friends Study Rooms? Those rooms must be vacated when the library closes (8 p.m., Monday-Friday; 5 p.m., Saturday). Lidded beverages are permitted. Saturday requests for the Community Room are the most often denied. Could your group meet on another day?

Cancellations
There is no monetary penalty for canceling a reservation; however, repeat cancellations or "no-shows" may result in denial of future reservations.  

Care of the Premises
Those who use the Community Room, and specifically the person who signs the agreement, are responsible for any set-up of tables and chairs and for returning the room to the standard configuration (see reverse of application/agreement form).  Food and drink may be served in the Community Room, but those using the premises are responsible for all cleaning expense and any damages (see Fees, below).  Damage or inadequate cleaning may result in the individual/organization losing the privilege to use the room or being required to post a damage deposit.  Furniture may not be moved nor food provided in the Study Rooms.  The entire library premises is smoke free, and no alcoholic beverages are permitted.  

To reserve a meeting room call the library (260) 726-7890 or ask at the circulation desk.  

Fees
Rental fees are charged to commercial and business concerns or for fund-raising activities at the following rates:

  • Community Room (entire), $60 per usage/per day (plus sales tax of $4.20)
  • Community Room (one part), $30 per usage/per day (plus sales tax of $2.10)
  • Friends or Carnegie Room, $10 per usage/per day (plus sales tax of $ 0.70)

These fees are for the privilege of using the room and include no library staff services for setting up or cleaning.

If soiling or damage by any tenant is determined by the library to require replacement or professional services to correct (e.g. carpet cleaning, broken furniture, etc.), the tenant will be financially responsible.

All fees are payable before the room is occupied.  Fees from in-county users may be by check; all others must be in the form of cash or money order.

The Library's Role
The use of the library's meeting room(s) does not constitute an endorsement of an organization's policies or beliefs.  The library, its Board of Trustees and its employees do not assume any liability for groups or individuals attending a meeting in the library, nor are they responsible for any personal property brought to or left in the building relative to the use of those rooms.  Tenants may not use the library's address or telephone number to receive reservations or to dispense information about their events.  Message service during events is not provided by the library staff.  A coin-operated phone is available in the lobby. 

 

Community Room

The main entrance to the room is just inside the library doors and off the lobby.  Although meetings must start during library hours, they may extend past the library's closing time in this area only.  Access to the restrooms will be available.  Seating setup is flexible but the tenant of the room must return chairs, tables, etc. to the standard configuration (see reverse side of application/agreement form or the posting in the room).  Twelve 30" by 72" tables and 100 stack chairs are available, as well as a lectern on a table.  TV/VCR combo may be reserved.  Use of this room does not include the use of the lobby which would disrupt the ingress and egress of library users.  Meetings/setup must begin during regular library hours (Monday through Friday, 8:00 a.m. to 8:00 p.m., Saturday 8:00 a.m. to 5:00 p.m., closed Sunday). 

North section:
Seats maximum 50 in lecture style (no tables)
Seats 18 in seminar style (using one side of the tables)
Seats 36 in banquet style (using both sides of the tables)
Includes marker/bulletin board; no kitchenette

South section:
Seats maximum 40 in lecture style
Seats 12 in seminar style
Seats 24 in banquet style
Includes marker board and kitchenette

Entire Community Room:
Seats 100 in lecture style
Seats 36 in seminar style
Seats 72 in banquet style

for how to reserve
for fee information

Friends Study Room

Located to the right and past the adult electronic gallery as you enter the library proper, the Friends room seats 12-14 at a large conference table.  Includes marker board.  TV/VCR combo may be reserved.  The room is available only during regular library hours (Monday through Friday 8:00 a.m. to 8:00 p.m., Saturday 8:00 a.m. to 5:00 p.m., closed Sunday) and must be vacated before the library closes to the public.

for how to reserve
for fee information

Carnegie Study Room

Located past the reference area, the door in the "art print wall."  Seats 6 at table.  Includes marker board.  TV/VCR combo may be reserved.  The room is available only during regular library hours (Monday through Friday 8:00 a.m. to 8:00 p.m., Saturday 8:00 a.m. to 5:00 p.m., closed Sunday) and must be vacated before the library closes to the public.

for how to reserve
for fee information

 

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www.jaycpl.lib.in.us  
Jay County Public Library  Portland, Indiana