Meeting Room Guidelines

Library meeting rooms may be reserved by local non-profit groups and organizations for meetings, programs, seminars, and exhibits. Library programs and co-sponsored programs and events from groups or organizations affiliated with the Library are given priority. Library meeting rooms may not be used by individuals, businesses, or corporations for commercial or forprofit ventures. Individuals or small study groups may be permitted to use the meeting room for quiet study or private meetings, but community groups presenting programs and meetings open to the public will be given priority. 

Parties reserving meeting room space must adhere to the following:

  • Persons who attend events in the meeting rooms must abide by the HCLS Rules of Conduct and all Library policies.

  • No admission may be charged.

  • No products, services, merchandise, or memberships may be promoted, advertised, solicited, or sold in a meeting room, except those that benefit the Library and are sponsored by the Library Foundation of Hancock County.

  • Attendance must not exceed the posted capacity of the meeting room.

  • Use of meeting rooms shall conform to all local, state, and federal laws including the Americans with Disabilities Act.

  • Programs and meetings published on the Library’s event calendar must be open to the public

Reservations are on a first-come, first-served basis and may be made at least 72 hours and no more than six months in advance. The Executive Director and designated staff may grant discretionary approval for reservations outside of these time frames. Requests for the use of library meeting rooms may be made in person or online. If available, meeting rooms may also be reserved for walk-in requests. The Library reserves the right to re-schedule a meeting room reservation to accommodate Library programming or ensure equitable access for public use. Notice of cancellation should be made as soon as possible and at least 24 hours in advance of the reservation. If parties reserving and using Library facilities fail to follow the guidelines the Library may deny future requests to reserve meeting and study rooms.

You can find the full policy for meeting room use here under 4.5 MEETING & STUDY ROOMS.

To agree to abide by these guidelines and reserve a meeting room, click here.  

PLEASE NOTE THAT YOU MUST CHOOSE THE LIBRARY AND MEETING ROOM YOU ARE RESERVING FOR YOUR MEETING.

CLICK ON THE LINK BELOW AFTER READING THE GUIDELINES.