The meeting rooms have been provided in the Howell Carnegie District Library so that the Library can promote its program of service to the community. Meeting facilities are available to organized groups and businesses within the district. The intent of this policy is to make the Library's meeting room space available on an equitable basis to as many groups as possible for educational, cultural and informational community meetings and programs conducted on a non-profit basis.

The organization, group or business must comply with the "Application Procedures for Use of Library Facilities". Exceptions to the rules may be made for Library related functions.Click here to download a meeting room reservation form.

Granting an organization permission to use the Library meeting rooms shall not be interpreted to constitute endorsement by the Howell Carnegie District Library of the policies and beliefs of any group using those facilities.

1. GENERAL REGULATIONS
   1. The Library Administration Department authorizes the use of the rooms and maintains the schedule.
   2. Library programs and Library related activities have first priority for scheduling use of the facilities, after which other applications will be considered on a first-come, first-served basis.
   3. All meetings must be open to the public and limited to no more than 100 people in the Meabon meeting room and no more than 15 people in the Conference room. The applicant must provide necessary and reasonable auxiliary aids/services for programs if someone requests such aids or services seven (7) business days prior to the meeting or event.
   4. The proceeds of the sale of any items at the Library shall benefit the Library.
   5. The applicant is responsible for room set up and clean up.
   6. Use of materials on walls, or decorations, is prohibited without specific approval.
   7. Meetings which may violate the Library's Rules of Conduct and thereby disturb regular Library functions shall not be scheduled.
   8. The Library Board reserves the right to limit an organization to 4 (four) meetings during every 12 (twelve) month period in order to accommodate general demand for the use of the meeting rooms.
   9. All participants are asked to use the rear (Clinton St.) entrance of the Library.
   10. All groups using the meeting rooms shall ensure that those in attendance at the meetings adhere to the Library's no smoking policy.
2. SCHEDULING
   1. Rooms may be used for meetings during regular Library hours. Rooms may be used before/beyond the regular hours providing a building supervisor is available.
   2. The meeting rooms must be vacated no later than 9 p.m. Monday throughThursday.
   3. Meeting rooms are not available: before 8 a.m. or after 9 p.m. Monday - Thursday; before 8 a.m. or after 5 p.m. Friday - Saturday; or anytimeSunday.
   4. Allow time for set-up and clean-up when scheduling times for use of the meeting rooms.
3. FEES
   1. A fee will be charged for the following services:
   2. Nonprofit groups within the district may use the meeting rooms free of charge during regular library hours. Nonprofit groups will be charged $10 per hour for any portion of an hour that a meeting extends beyond regular Library hours. Library hours are 10 a.m. - 8 p.m., Monday - Thursday and10 a.m. - 5 p.m. Friday - Saturday. Meeting rooms are not available on Sunday.
   3. Nonprofit groups meeting more than once per week will be charged the same fee as non-resident nonprofit groups. (See below)
   4. Non-resident nonprofit groups, for-profit/corporate groups and businesses with taxable property in the district will be charged $50 for the Conference room and $125 for the Meabon room for a four (4) hour block of time (4 hour minimum).
   5. For-profit/corporate groups and businesses with no taxable property in the district will be charged $100 for the Conference room and $250 for the Meabon room for a four (4) hour block of time (4 hour minimum).
4. REFRESHMENTS
   1. No alcoholic beverages are permitted in the meeting rooms.
   2. Only lights refreshments (e.g. coffee and cookies) may be served in the meeting rooms. Organizations using the meeting rooms shall provide all equipment and utensils needed and leave the room in the condition it was found prior to the meeting, cleaning up thoroughly.
5. APPLICATION AND CANCELLATION
   1. Meetings rooms may be scheduled no less than 1 week or no more than 90 calendar days prior to the scheduled date. A meeting room application must be completed at time of reservation.Click here to download a meeting room reservation form.
   2. Reservations shall be canceled by the organization by giving notice to the Library at least 24 hours in advance.
   3. Any application may be rejected or previously granted permission withdrawn for violation of the meeting room policy.
   4. The Library will make every effort to notify scheduled users of the unavailability of the meeting room in the case of emergencies.
6. LIABILITY
   1. All organizations, groups or businesses will agree to hold the Library harmless from any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by such use of the Library facilities.
   2. In the event of cancellation by the Library of the use of the meeting room in case of emergencies, the Library is not obligated to provide an alternate meeting space.
   3. Groups using the facilities agree to leave the room and equipment in the same condition it was prior to their meeting. Extra custodial costs or costs of damages incurred as a result of the meeting shall be paid by the applicant.
   4. Adult supervision (over the age of 21) is required for all youth groups.