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Need a place for your group to meet? Check our policy for using our public meeting rooms.

Public Meeting Room Use Policy

Purpose

The library encourages public use of meeting rooms as gathering places to exchange ideas; access and share information and participate in programs created for public enjoyment, public education and civic engagement. The meeting rooms will be available on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to meet at the Library does not in any way constitute or imply endorsement of the users’ policies, beliefs or programs by the Library staff or Board of Trustees.

Download the meeting room application. Completed forms may be returned to any branch.

Room Use Priority

Priority will be given to: Library sponsored and co-sponsored activities and events. All other groups will be given consideration on a first-come/first-served basis. The Library reserves the right to reschedule confirmed meeting room reservations to accommodate library meetings or events. 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.

Eligibility

Meeting rooms are available for non-commercial use by local not-for-profit organizations, governmental agencies, and educational entities.

  • Local refers to non-profit organizations based in or serving residents of the Lake County Public Library district.

  • Groups are considered not-for-profit when their mission serves an educational, cultural, charitable, political or civic purpose. Not-for-profits include 501(c)3, 501(c)4, 501(c)5, 501(c)6, 501(c)7, 501(c)8 corporations. Meeting room reservations requests by not-for-profit organizations must include a copy of the 501(c) certificate. This requirement may be waived by the Director in the case of local, organized, small not-for-profit unincorporated associations that provide other supporting documentation.

  • The person filling out a meeting room reservation request on behalf of the group must have a resident library card in good standing from Lake County Public Library and be at least 18 years old. Exceptions to this requirement may be made for representatives of federal, Indiana, or local agencies or political subdivisions.

  • First time users must submit an application for use. The Library reserves the right to review each prospective meeting room request and determine whether the group qualifies and the planned use fits within the guidelines and terms of Library policies and this Meeting Room Agreement.

Meeting Room Fees

Eligible groups may reserve and use library meeting rooms for non-commercial activities without charge under the following conditions:

  • The group is a local not-for-profit organization, governmental agency, or educational entity

  • The meeting is open to all people who wish to attend.

  • No fees or donations are collected or solicited for admission or participation in the meeting or event. No fundraising takes place during the meeting.

A local not-for-profit organization, governmental agency, or educational entity using the room for non-commercial activities will be charged the rental fees* listed under the following conditions:

  • Meetings are not open to and advertised to the general public, e.g., board meetings, committee meetings, training sessions, and the like.

  • A group has restricted attendance to a limited or designated audience.

  • The group requires an exchange of money, goods, or services for attendance (regardless of the exchange being on or off our premises). This includes meetings held by federal tax exempt organizations as well as governmental agencies.

Meeting RoomCapacityFee

Meeting RoomCapacityFee

Meeting Room Capacity Fee
Merrillville - Meeting Rm A 300 $150
Cedar Lake 100 $50
Griffith-Calumet 100 $50
Hobart 100 $50
Lake Station-New Chicago 100 $50
St. John 100 $50
Dyer-Schererville - Whole 75 $50
Munster 75 $50
Highland 50 $50
Merrillville - Meeting Rm B 50 $50
Dyer-Schererville - Half 35 $25
Merrillville - Meeting Rm C 25 $25

Cleaning Fees: Hourly Rate

Reservations

To insure and promote the accessibility of library meeting rooms to a wide variety of community groups eligible groups may:

  • book three consecutive meetings system-wide at a time on a rolling basis.

  • reserve meeting rooms up to 6 months in advance, as available, up to 20 times a year.

  • only use rooms during normal library operational hours, Monday – Saturday.

Acceptable Use Guidelines

  • No sale of goods or services, fundraising, or solicitation for future sales or services will be permitted without prior Library Administration approval. “Solicitation” is any act or attempt to advertise, market, or sell any product or service; to seek membership in any organization; or to obtain a donation/contribution. This includes the collection of “free-will” offerings. Public property, such as Library buildings, facilities, parking lots, grounds and other real property, is held in trust for the public. It is to be used for governmental and public purposes and governmental property is not to be used for private gain.

  • Library meeting rooms are designed to meet general, non-commercial, informational, educational, cultural and civic needs. Excluded are purely social events which include but are not limited to parties or entertainment and meetings for the benefit of private individuals.

  • The meeting room kitchens are not intended for cooking, but to provide a convenient space for the preparation of light refreshments. No meals may be served unless prior approval is given in writing by Library Administration.

  • All activities and programs conducted in library buildings must comply with federal, state, and local laws and are subject to the rules, regulations, and policies of the Library.

  • Meeting rooms are not available if the Library is closed due to an emergency or inclement weather.

  • Library personnel have free access to enter any meeting room at any time. The Library Board has vested in Library personnel the authority to supervise meeting room use and to interpret policy; however, final authority rests with the Library Director.

Responsibility of User

  • The group must have a signed application on file agreeing to our policies, to be signed on an annual basis by an authorized representative of the group. The individual agrees to be the responsible party. If unavoidable circumstances prevent attendance by the applicant, he/she is still personally responsible for the proper use of the facility and payment for any damage. 

  • Minimum attendance may be required. Groups must stay within the designated maximum seating capacities of assigned rooms.

  • Cancellations by groups must be received by the Library at least 48 hours in advance. A penalty in room use privileges may be imposed on groups who do not cancel their meetings by the designated deadlines.

  • Any publicity materials must clearly indicate that the program is under the sponsorship of the group and not the Lake County Public Library.

  • The Library will provide basic housekeeping service such as regular cleaning as part of meeting room maintenance. Any additional cleaning or repair required beyond normal library maintenance will be billed at an hourly rate. The cost of any materials required for any repair will be billed to the responsible party.

  • Excessive amounts of garbage (beyond the capacity of trash receptacles provided in the meeting room) must be removed by the room user to outside trash receptacles.

  • The Library is unable to provide storage space for materials or equipment between meetings.

  • Children and youth groups are required to use the meeting rooms under adult supervision.

  • All meetings must be over and the rooms vacated 30 minutes before the library closes. 

Meeting Room Amenities

  • Kitchen

  • Screen

  • Podium

  • Wifi

  • Each meeting room is equipped with a standard number of tables and chairs. A group may change this arrangement for their specific use. Furniture should be left in a clean, neat, and orderly arrangement at the close of the meeting.

Revocation and Refusal of Authorization for Use

Authorization to use library facilities may be revoked. Persons or organizations refused the use of the meeting rooms or persons or organizations whose privileges to use the meeting rooms have been revoked shall have the right to appeal in writing to the Library Director. Such appeals must be submitted in writing within 10 days after notice of the refusal to use the meeting rooms or the revocation of use of the meeting rooms.

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 any of 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 library staff from the performance of their duties.

  • The meeting room users neglect to pay all required fees, or neglect to pay for damages to the meeting room.

  • Misrepresentation of information supplied on Meeting Room Agreement form

  • Repeated failure to show up for scheduled reservations or frequent cancellations

  • Physical abuse of facilities and/or equipment

  • Failure to adequately supervise participants of meeting

  • Failure to vacate the room by the scheduled reservation time

  • Violation of Library Policies

Adopted by the Board of Trustees of the Lake County Public Library - 10/26/95
Revised - 3/25/04
Revised - 5/26/16
Revised - 3/23/17

*ST-105 General Sales Tax Exemption Certificate is required.

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Study Room Guidelines  

Lake County Public Library provides study rooms for the use of eligible cardholders.

The rooms may be used in accordance with the following guidelines:

  • Eligible Users must be at least 18 years old and and present their own LCPL card for study room use. (Computer Use Cards are acceptable for study room bookings).
  • The library cardholder who booked the study room is responsible for other users and must remain in the study room.
  • Users are limited to one 2-hour reservation per day.
    • After two hours of use, users may continue until the room is reserved for a new user.
    • Please be respectful to staff and other users by leaving the room quickly (within 5 minutes) when notified that time has ended.
  • Reservations accepted up to 2 months in advance.
  • Users may have up to 2 reservations at a time – limited to one reservation per day.
  • Room users may not exceed a room’s capacity.
  • Library staff are not responsible for personal belongings left unattended.
  • Study rooms unoccupied for more than 15 minutes may be reserved by another user.
  • Study rooms close 15-minutes before the branch closing time.

Violation of these guidelines or the Library’s Rules of Conduct could result in loss of Study Room Privileges.

Issued: Administration/Strickland
Issued: 3/8/2018

Upcoming Events
Thu, Aug 22, 10:30am - 11:15am
Cedar Lake - Children's Programming Room
Toddlers 2 and 3 years of age accompanied by a caregiver will participate in stories, finger plays, music activities, crafts, and more.... more
Toddlers 2 and 3 years of age accompanied by a caregiver will participate in stories, finger plays, music activities, crafts, and more. Activities will help to develop important pre-literacy skills.

Thu, Aug 22, 10:30am - 12:30pm
Griffith-Calumet Twp - Meeting Room
Like to cross-stitch, knit, crochet, or do any other craft? Every Thursday, bring and work on your own project while enjoying the... more
Like to cross-stitch, knit, crochet, or do any other craft? Every Thursday, bring and work on your own project while enjoying the company of others.

Thu, Aug 22, 10:30am - 12:45pm
St. John - Large Meeting Room
Join us for this month's Classic Film selection: Alfred Hitchcock's Vertigo! Rated PG. Runtime: 128 minutes. Refreshments will be... more
Join us for this month's Classic Film selection: Alfred Hitchcock's Vertigo! Rated PG. Runtime: 128 minutes. Refreshments will be served. Registration Required.

Thu, Aug 22, 1:30pm - 3:00pm
Munster - Large Meeting Room
Join us for an informal and relaxed discussion of Unlikely Pilgrimage of Harold Fry by Rachel Joyce. Copies are available at the Munster... more
Join us for an informal and relaxed discussion of Unlikely Pilgrimage of Harold Fry by Rachel Joyce. Copies are available at the Munster branch.

Thu, Aug 22, 2:00pm - 3:00pm
St. John - Large Meeting Room
Adults can try all types of sports activities on the Nintendo Wii including bowling, golf, archery, racing, and more! Wii is easy to... more
Adults can try all types of sports activities on the Nintendo Wii including bowling, golf, archery, racing, and more! Wii is easy to learn, and lots of fun! Registration required.

Thu, Aug 22, 6:00pm - 7:00pm
Lake Station-New Chicago - Children's Program Room
Children in grades K-6 are invited to join us for one hour of LEGO® building. Bring your friends, but please leave your own LEGOS® at... more
Children in grades K-6 are invited to join us for one hour of LEGO® building. Bring your friends, but please leave your own LEGOS® at home.

Thu, Aug 22, 6:30pm - 8:00pm
Lake Station-New Chicago - Large Meeting Room
Bring your projects and join us. Chat with fellow crafters and work on your project without the interruptions of home. All are welcome.

Thu, Aug 22, 7:00pm - 8:00pm
Highland - Meeting Room A
12-year-old Kyle witnesses a car accident & takes a mysterious bundle from the scene.  Detective Cassie Dewell may be in over her head... more
12-year-old Kyle witnesses a car accident & takes a mysterious bundle from the scene.  Detective Cassie Dewell may be in over her head facing a murderous enemy, & Kyle may be the key to it all.

Fri, Aug 23, 3:00pm - 5:30pm
Munster - Large Meeting Room
Come play chess with us! All levels of experience are welcome. We can accommodate 20 people playing at the same time. Jeffrey Graves is... more
Come play chess with us! All levels of experience are welcome. We can accommodate 20 people playing at the same time. Jeffrey Graves is the program facilitator.

Sat, Aug 24, 10:00am - 1:00pm
Highland - Meeting Room A
Make knitted hats using looms & yarn provided. No experience is necessary--it's fast & easy.

Sat, Aug 24, 1:00pm - 4:00pm
Merrillville - Meeting Room A
Join us for Movie Time with popcorn and beverages as we watch Captain Marvel. PG-13 ; 100 minutes

Sat, Aug 24, 2:00pm - 3:00pm
Dyer-Schererville - Children's Programming Room
This bi-monthly session is an opportunity for non-native speakers with intermediate knowledge of Spanish to practice listening and... more
This bi-monthly session is an opportunity for non-native speakers with intermediate knowledge of Spanish to practice listening and conversation skills with the help of a bilingual guide.