Community Rooms

Philosophy

The Greenwood Public Library Board of Trustees welcomes the use of the Library Community Rooms by responsible local organizations for educational, informational, cultural, or civic meetings and programs. The Greenwood Public Library maintains a number of venues for library sponsored programs in accordance with its mission to enrich, empower and educate. Library sponsored meetings and programs have priority regarding Community Room availability over all other types of gatherings. When no library sponsored programs are scheduled, these venues are available to individuals and organizations who seek to further the Library's mission.  The limited supply of reservations for these venues will be distributed on a first come, first serve basis.

The Community Room Policy is necessary to ensure a reasonable atmosphere is maintained for those who utilize the library's facility.  It is also designed to allow various groups the use of its meeting rooms so that a diversity of interests may be fostered and encouraged. 

Community Rooms

Community Rooms may be reserved by non-profit, educational or business groups during regular hours of operation. These rooms may not be reserved for personal use. Renting and reserving the Community Rooms is contingent upon the signing of the Library's Meeting Room Policy Agreement form. One individual must act as an authorized officer for any group wishing to rent a Community Room.  This individual must be 18 years of age or older and present a valid driver's license in order to sign in for the room, as well as remain on the premises during the course of the meeting. Groups must sign the user agreement form outlining user responsibility and Community Room policies and procedures before using the room. Community rooms may be reserved two months in advance.  All room availability ends fifteen minutes before closing. Rooms must be clear by 7:45 P.M. Monday through Thursday, 6:45 P.M. on Friday, and 4:45 P.M.on Saturday and Sunday. Usage of the library by a group does not constitute an endorsement of the group’s policies or beliefs by the Library Board or Staff.

How To Reserve A Room

Community Room reservations can be made during the Greenwood Public Library's Hours of Operation:  Monday-Thursday 9 A.M.-8 P.M., Friday 9 A.M.-7 P.M., Saturday 9 A.M.-5 P.M. and Sunday 1 P.M.-5 P.M.

Reservations for use of the Community Rooms may be made:

1. In person during the Library’s regular hours of operation at the Patron Services desk located on the first floor.
2. By Phone 317-881-1953 ext.
Room rental fees may be paid by cash, check or credit card in person at check-in on the scheduled meeting date.

All reservations are on a “first come-first served basis".
All Meeting Room activities must end on time so the room(s) may be prepared for other meetings and library programs.
Reservations should be canceled immediately if the use of a room is no longer needed. Please contact the Community Room Coordinator.

If a reservation has been made and the group is not in attendance, they may be charged the full cost of the room fees.
No room fees will be charged if cancellations are made with at least five days notice.
Cancellations made with less than five days notice may be charged the full cost of the room or a portion of the fees.
No fees will be charged for meetings canceled due to library weather related closures or other emergencies.

The library reserves the right to cancel a scheduled meeting. Every effort will be made to give at least one week’s notice of any cancellation.

The library may charge a fee for use of Community Rooms based on two fee rates:  

For-Profit is a designation given to a group or individuals that receive a commercial benefit by using the Library's Community Rooms. This may include, but is not limited to, active solicitation of donations, fundraising activities, charging admission fees, offering money making activities or promoting commercial business. 

Non-Profit designation is given to groups or individuals that receive no commercial benefit by using the Library's Community Rooms. Non-profit groups must have officers and a constitution or by-laws.

The appropriate rate will be determined by the Director, Assistant Director, or the Community Room Coordinator. 

The following fee structure applies to the use of community rooms:

1.  There is no usage fee charged to Non-Profit groups including governmental organizations, student groups and groups of educators (e.g. 4-H, Scouts, or teachers/home school educators).  Groups with the Non-Profit designation must be able to verify their standing.

2.  All For Profit/Commercial groups will be charged $30 for the first hour and $20 for each hour thereafter, including partial hours.  If the use of both Community Rooms (A & B) is desired, the cost is $60 for the first hour, and $20 for each hour thereafter, including partial hours. 

 Facility

The seating capacity of the Community Rooms is as follows:

Community Room A	60
Community Room B	100
Community Room A & B  Combined	160

Some audiovisual equipment, such as a digital projector, is available in some rooms. Please ask the Library staff about what equipment is available when reservations are made. In order to use the audiovisual equipment that belongs to the Greenwood Public Library, individuals must leave a valid drivers license at the Patron Services desk while the equipment is being used, and sign the  Meeting Room Policy/ Agreement Form.  Additionally, each Community Room has access to a sink, refrigerator, and microwave.

Set up and clean up must be included as part of the groups rental time and is the responsibility of the person(s) or group(s) renting the Community Room(s). The fee for the use of the room does not include set up. The scheduled user is responsible for the setting up of chairs, tables, furniture and equipment prior to the meeting and for returning all library property to the designated location upon termination of the meeting. The room(s) must be left in clean and orderly condition. Future use may be denied if this is not observed.
Room reservations need to be made based on the expected attendance at meetings. Groups that number less than the capacity for a single room may not reserve the combine rooms. Exceptions to this rule will be made at the discretion of the Director.

Safety

Community Room capacity must be followed--Room A (60 people), Room B (100 people) and Room A & B Combined with dividing wall open (160 people).

Smoking is not permitted anywhere within the Library building. Alcohol is not permitted anywhere within the Library building or on the premises.

Safety concerns prohibit flammable materials or open flames in Community Rooms.

Illegal or potentially hazardous activities are not allowed in Community Rooms. 

An appropriate number of competent adult sponsors or chaperons must accompany groups of minors or young children. 

 The library reserves the right to reject any application for use of the rooms which the Board of Trustees or the Library Director believes would or reasonably could disrupt the patrons of the Library or the providing of Library services to the public.