Meeting Rooms

Remember the Clinton Public Library is located in Clinton, Indiana.

Clinton Public Library has meeting spaces available to the public.

General Information

Clinton Public Library Meeting Rooms are free of charge and designed to meet non-commercial, informational, educational, cultural and civic needs. Library Meeting Rooms are ideal for discussion groups, panels, lectures, conferences and seminars. 

Reservations are accepted on a first-come, first serve 30-day rolling basis. Meeting rooms are available at 9:00 am and up to 15-minutes before closing. Meetings will not be scheduled before or after Library hours.  Groups are required to end meetings and vacate the room 15 minutes before closing time to give staff time to secure the building for closing. Group representatives may not enter Library buildings, nor will deliveries be accepted, before the regular opening time of 9:00 am.

Group representative is required to check in with front desk before meeting begins and sign a responsibility form.

Meeting Room Policies

Things to know
Care and Use of a Meeting Room
General Regulations
Food and Drink or Crafts in a Meeting Room
Liability Consent Form

·       Meeting room groups must adhere to all the Library’s policies and Code of Conduct.
·       Contact information is mandatory.
·       Children must be supervised by an adult at all times.
·       The individual making the reservation, as well as the group as a whole, is responsible for damages that result from the group’s use of the meeting room. The library must receive a signed responsibility form before being allowed to use a meeting room each time.
·       The Clinton Public Library Board of Trustees reserves the right to change or cancel meeting room reservations if circumstances at the Library so demand, including emergency situations and inclement weather.  If changes or cancellations are necessary, the Library will provide the affected group with as much notice as possible. Every effort will be made to notify the party responsible for the booking; however, it is the person’s responsibility to check with the Library to confirm the Library’s closing. Notice of a cancellation shall be done by e-mail or telephone. 
·       The Library reserves the right to relocate a group to a different meeting room.
·       Library programming takes precedence over any other reservations.
·       Library personnel must have free access to meeting rooms at all times.
·       Each group using meeting rooms is expected to inform staff when the meeting is finished and report the number of attendees on the paperwork provided. This is mandatory.
·       Individuals or groups may be denied use of meeting rooms if granting the request would result in undue interference with regular library operations or code of conduct. Undue interference includes, but is not limited to: noise level of the group, food odors, unsupervised children, etc.
·       The library reserves the right to revoke permission to use any meeting room to any group or organization which violates or refuses to comply with the rules and regulations established for use of the meeting rooms. Permission to use Library meeting rooms may be withheld from groups that have failed to comply with the Meeting Room Policy and from any group that damages the room, walls, carpet, equipment, or furniture, or causes a disturbance.
·       If a group fails to show for two meetings in a row and does not call to cancel, all future reservations are forfeited until the group calls to reschedule.
·       Accidents must be reported to the staff member in charge who will report the incident in accordance with Library procedure.
·       A group arriving more than 20 minutes late forfeits its reservation.

·       Rooms are set up in a fixed manner. The library does not set up or arrange furniture or equipment in a meeting room.
·       Organizations are responsible for their own meeting room setup if a different arrangement is desired, exception– theater style in B and C.
·       Any special table or seating arrangements shall be the responsibility of the group using the meeting room. Room A may not be changed. When scheduling, groups should allow extra time for setting up the room before the meeting is to start (meeting cannot start before 9:00) and for returning it to its original condition when the meeting is over (15 minutes before closing).
·       Meeting room folding tables or chairs may not be placed against any wall because of the damage it creates. Failure to return furnishings to their designated configuration will result in loss of privileges to use Library meeting rooms. Each group using meeting rooms is expected to leave the room in the same condition in which it was found. Each group shall be responsible for damage to the room and its contents, including any library equipment used by the group. A charge will be assessed for any special cleaning or repairs made necessary by a group. Room will be inspected after each use. Photos will be taken of any damage.
·       The Clinton Public Library is smoke-free. Smoking, including vaping, open flames, burning incense, and lit candles are prohibited.
·       A group or individual using a meeting room may not make noise that disturbs another Library customer.  This includes cell phone usage.
·       A group or customer using a meeting room must completely vacate the room at least 15 minutes before the Library’s closing time. 
·       A group or customer may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use.
·       A group or individual must keep all doors unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits. 
·       A group or customer may not affix tape, or fix with an adhesive any item to any part of a meeting room, including a wall, door, window treatment, or woodwork. 
·       The library does not provide audio, video or other equipment other than that which is already installed in the room.  Written instructions for the use of the equipment within the meeting room are posted in the room. Organizations using the library’s rooms must supply their own laptops.
·       Staff cannot guarantee that personal electronic items will work with library audio/visual
equipment.
·       A group or customer must use the public entrance for all access to and from the building, including all deliveries. 
·       Seating or furniture may not be placed in a corridor outside the meeting room. 
·       Groups shall not exceed the legal posted capacity of the meeting room.
·       Locking meeting room doors or covering windows is prohibited and may result in the revocation of meeting room privileges for the group.

The Library Director or designee is authorized to terminate the meeting of any group that becomes disorderly or objectionable and to deny subsequent use of the meeting rooms to groups that violate policies and regulations.
The Library does not assume liability for injuries to individuals or damages to personal property which occur as a result of actions of the sponsors or participants in activities in its meeting rooms.
Library staff are not available to accept or relay messages and/or to page meeting room attendees except in an emergency situation.
Due to the public nature of meeting rooms, booking requests shall not be protected as a library circulation transaction, but treated as public documents.
·        Meeting rooms may not be used for profit-making purposes and no admittance fees may be charged.
·        The meeting rooms may not be used by political partisans for campaign purposes.
·        By making meeting rooms available Clinton Public Library does not advocate or endorse the viewpoints of a particular group, a meeting, or ideas presented at a meeting held in the library’s facilities.
·       Any group using a meeting room is expected to conduct its proceedings in a quiet, orderly manner. Groups using the room are responsible for reasonable care of the room and will be held responsible for any damage and the general condition of the room following use.

·       Kitchen facilities or equipment are not provided by the library. 
·       Plates, napkins, silverware, cups, coffee pots, pitchers, serving utensils, or trash bags are not provided by the library.
·       Refreshments may be brought into Library meeting rooms. The group serving them will be responsible for any clean up following the meeting. Alcoholic beverages of any type may not be brought into, served, or consumed on the Library’s premises
·       Protective mats, napkins, coasters, or tablecloths must be used on tables when refreshments are being served.   
·       Organizations that plan to work on potentially messy craft projects must lay tarps or coverings down on the designated work area and floors.
·       Hazardous materials including, but not limited to, paints, solvents and explosives are prohibited. Candles or open flames, except sterno for chafing dishes, are prohibited. Crafting paint is okay and must be child-friendly.
·       Organizations are responsible for thoroughly cleaning library tables and chairs if they have served food or worked on craft projects. Failure to do so will result in loss of privileges to use Library meeting rooms. The library will provide simple cleaning supplies to wipe down tables and chairs. If other cleaning needs are required, the group or individual must provide the cleaning materials.
·       Please exit with your trash if containing food and drink.

Liability Consent Form – This will be signed by the booking representative.

Damage or vandalism to a meeting room or furniture and equipment housed in a meeting room may be subject to additional replacement or restitution fees to be assessed according to the damage reported. The group, organization, and or individual who booked the meeting room may also be liable for clean-up fees, furniture and or equipment repair fees, and or room set-up fees assessed at the discretion of the CPL Director and or CPL Board of Trustees.
Each group using meeting rooms is expected to inform staff when the meeting is finished and report the number of attendees on the paperwork provided. This is mandatory.  

If minors are present, they must be under direct adult supervision
at all times.
 
Groups are required to end meetings and vacate the room 15 minutes before closing time to give staff time to secure the building for closing.
 
Groups or individuals using meeting rooms shall indemnify, defend and hold harmless the Library its trustees, officers, agents, and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group’s or individual’s use of the Library.
 
Individuals or groups will adhere to the Clinton Public Library’s Code of Conduct

Meeting Rooms Available:

Meeting Room A– Room has a large conference room table with seating for 10. (Maximum seating capacity 10) One white board for use, 1 folding side table, and WIFI. Room configuration cannot be changed.

Meeting Room B & C-Room has 6 folding tables and chairs in a U-shaped configuration. Seating for 30. (Maximum seating capacity 30) Two white boards, projector and screen, plus WIFI and 2 folding side tables.

Meeting Room D– Room has one table and seating for 8, plus 1 small folding side table, white board available and WIFI. (Maximum seating capacity 8)

Meeting Room B & C Theatre Style Seating Only– Theatre style set-up with seating for 40. No tables (Maximum seating capacity 40)

Meeting Room N- is a great space for children’s groups.  The room can accommodate 1 to 12 kids w/4 adults or 1-10 people.

Teen Room– Daytime only during the school year; 4 computers available, seating for 8

Meeting Room Request
Please list how you would like your meeting listed on our Meeting Room Schedule.
Please list the day and time you would like to use the room. Please factor in setup time. Patron is responsible for room setup.