Meeting Room Policy | Hartford Public Library

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Library Policies > Meeting Room Policy

HARTFORD PUBLIC LIBRARY

MEETING ROOM POLICY

Purpose:: Hartford Public Library (HPL) encourages public use of meeting rooms as gathering places to exchange ideas, share information and participate in programs created for public enjoyment, public education, and civic engagement. In allowing a group to use a meeting room, the Library does not imply any endorsement of the group's beliefs, policies, practices or program.

Space Priority: Programs and functions hosted or presented by the Library will be given priority. In the unlikely event HPL needs to cancel a reservation made by a non-library organization or individual, HPL will make every effort to provide adequate notice and will attempt to find the most convenient alternate date and/or location.

Space Use : Library meeting rooms and event spaces are to be used in accordance with policies and procedures relating to the use of Library facilities, including HPL’s Code of Conduct. Any violation of stated policies, regulations or procedures can result in cancelation or denying of existing and future booking requests. Customers hosting meetings and events are responsible for any and all damages to the Library building, contents and equipment (normal wear and tear excepted). Sales of products or services, charging admission or registration fees, soliciting donations other than in conjunction with a program or event sponsored or hosted by HPL, and/or fundraisers sponsored by non-profit organizations will be considered on a case-by-case basis, and will be approved at the sole discretion of HPL.

Insurance: At the sole determination of the President and Chief Executive Officer or designee, a comprehensive general liability insurance policy in an amount not less than $1 million naming Hartford Public Library as an additional insured may be required for certain types of events. Certificate of Insurance must be filed with the Programming Department at least 2 weeks in advance of the event.

Delegation: The Chief Executive Officer or his/her designee is granted full authority to make exceptions to this policy as deemed appropriate and to establish the procedures and fees necessary to implement it.

DATE APPROVED BY THE LIBRARY BOARD OF DIRECTORS: JUNE 7, 2012

EFFECTIVE DATE: JULY 1, 2012

REPLACING POLICY EFFECTIVE: June 1, 2017

REVISED: February 2023

Booking a Meeting Room or Event Space

HARTFORD PUBLIC LIBRARY

MEETING ROOM PROCEDURES

Any individual or organization seeking to reserve a meeting or gathering space at the Library must first submit a room reservation request at https://roombookings.hplct.org/reserve Meeting rooms are available on a first come, first served basis.
For information about the rooms and details related to their use, please contact the Program Department at 860-695-6377 during business hours: 9:00 am-5:00 pm, Monday through Friday or email programdepartment@hplct.org. All room or event requests will be reviewed to determine eligibility.
Meeting rooms are booked on a first-come, first-served basis.
Meeting rooms are assigned based on availability and the size of the group.
After receiving the request, the Program Department will process the room request and provide an email confirmation for the room reservation to the applicant. If needed, the Program Department will contact the applicant to discuss the event.
Special events before or after regular Library hours should be requested at least eight (8) weeks in advance.
An appropriate number of adult chaperones must always accompany groups of minors or young children. https://childcare.gov/consumer-education/ratios-and-group-sizes
All publicity for programs must include a contact person and phone. Publicity must not imply that the Library endorses or sponsors said program, unless written permission is given from the Library. Meetings or events that are not Library sponsored must include in either written or electronic promotional materials the statement, “Sponsored by (the name of the organization or business)”

Recurring Reservations

Groups may request consecutive meetings for four (4) months; however, the Library will not guarantee the same location for each meeting.
Reservations for a range of four months in advance can be requested by submitting room reservation requests.

Cancellations

Cancellations must be made at least one week in advance of the scheduled event by calling the Program Department at 860-695-6377.
A cancellation fee of $100.00 or 50% of room use fee (whichever is less) will be applied if less than a weeks’ notice is given.
Cancellation fee is waived for weather-related cancellations.
The event is not considered canceled until the Program Department confirms cancellation.

Room Set Up

The Program Department will assist with the room setup to accommodate reasonable meeting needs. Special room setups are limited to certain spaces. Otherwise, additional room setup is the responsibility of the event host.

For Non-Profit, Community Organizations and Government

Non-profit groups or organizations, community groups or governmental organizations may reserve room as available for a reduced rate of 50% off the full rental price during Library hours. In addition, written request to waive the fee may be submitted to the Program Department. Please see Programming and Events Policy
Non-profit groups or organizations may be assessed fees for special equipment, staff operation, or for use during times when the Library is closed. Please see Other Charges

For-Profit and Individuals

For-profit private businesses, individuals, groups, or organizations may reserve rooms as available for a rental fee. Please see Meeting Rooms and Events Space Fee Schedule.

Meeting Rooms and Event Space Fee Schedule

For-profit groups or organizations may be assessed fees for special equipment, staff operation, or for use during times when the Library is closed. Please see Other Charges

Non-profits must show evidence of 501(c) 3 status.
Room Rental fees are due one week before approved reservation date. If payment is not received, the reservation will be cancelled and a $100.00 or 50% of room use (whichever is less) cancellation fee will be applied.
Reservation requests made less than one week in advance must be paid for at the time of approval.
Additional charges may apply if the event exceeds reserved time.
The Library reserves the right to determine the appropriate staffing level required for the event based on the size and/or type of event.

OTHER CHARGES

Based on whether the Library is open for all or part of the program, additional charges apply for all users for facilities, security, and AV staff providing services. For programs that end after the regular closing of the Library, a minimum charge of one hour will apply. For programs or events held when the Library is closed to the public, a minimum charge of 4 hours will apply. Rate charges subject to change. The Library reserves the right to determine the appropriate staffing level required for the event based on the size and/or type of event. There is an Equipment User Fee charged for use of one or a combination of multiple pieces of audiovisual equipment and/or stage setup.

Audiovisual Services and Equipment

If needed, the Library can provide audiovisual equipment and technical support service for an additional fee. Only authorized library staff can operate the equipment. Please see available Audiovisual Equipment listed on Page 7. Use of audiovisual equipment other than that owned by the Library is not permitted.

Safety Considerations

Exit Doors

Egress routes may not be obstructed in any way and exit signs must remain clearly visible.

Room Capacity

The permitted maximum capacity set by law is posted in each meeting room. Exceeding the maximum capacity of a room is prohibited by law.

Candles, Smoke and Open Flames

Candles, incense or any other smoke or flame-producing device are prohibited in the Library.

Decorations

Decorations used at events cannot obscure exit signs or doors. Nothing may be taped or affixed to any part of the rooms. Glitter and confetti are strictly prohibited.

Electrical Cords

Use of electrical cords must be approved by the Program Department prior to use. All electrical cords and cords on any equipment must be taped down.

Moving Equipment and Furniture

Only the Program Department can arrange any modifications to fixed equipment and/or furniture.

Catering Food and Beverages:

Caterers must be compliant with all local and state food safety regulations.

Food and beverages are permitted in designated rooms.

Alcoholic beverages may not be served in the Library during hours that the Library is open to the public unless approved by HPL in advance. Alcoholic beverages are restricted to wine, beer and champagne and may only be served at events scheduled for after the Library closes to the public. Any exceptions must be approved, in advance, by the President and Chief Executive Officer or his/her designee.

Alcoholic beverages may not be served if there are minors present. An organization wishing to serve alcohol as a part of an event is required to request HPL permission and secure a temporary permit or license, and submit it to the Program Department two (2) weeks in advance of the event or use a licensed caterer/food service provider. Any required permits, special insurance or licenses will be the responsibility of the organization hosting the event. Alcohol, if approved for consumption on site, must be contained within the area where the event is taking place.

Event Insurance

Insurance Requirement: If event is determined to require insurance, groups or organizations must procure and have in force a comprehensive general liability insurance policy to submit to the Library two (2) weeks in advance of the event. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. A certificate of insurance naming Hartford Public Library officers and Board of Directors as additional insured must be submitted to the Program Department two (2) weeks in advance of the event.

Large events such as civic or conference receptions may also require additional insurance. A determination will be made before confirmation is approved.

Parking

There is metered parking in Arch Street garage and on Main, Sheldon, and Arch Streets surrounding the Library. After 6:00 p.m. on weekdays and on Saturdays and Sunday’s attendees may park in the Arch Street garage and street parking for free.

Clean Up

• Leave the meeting room as clean and as orderly as possible.

• Place all trash in receptacles provided by the Library.

• Report any spills immediately to the Program department or manager-in-charge.

• Remove all personal effects, equipment and decorations.

• Library staff will remove any equipment provided.

• Special cleaning requirements or damage caused during use of a meeting room or event space will result in an additional charge to the user.

Audiovisual/Equipment Listing

The Library reserves first priority for use of any audio/visual equipment at all times. Reservation of audio/visual equipment is on a first-come, first-served basis. For each event, an audio/visual user fee is charged. Full refund of the audio/visual equipment fee will be given if the required one-week cancellation notice is observed. Fees may apply to additional audio/visual requests.

Center for Contemporary Culture (CCC) and the Park Branch @ the Lyric

The CCC has a sound system with one podium microphone and four wireless microphones.
The CCC has a projector connected to the sound system, and a laptop to connect with projector
Stage (CCC only)
Lapel Microphone (CCC only)
Wireless handheld microphone
Portable lectern with microphone
Portable lectern with microphone
LCD projector
Laptop for use with projector
Easel for flip chart pad holder (flip chart pad not provided)
Lectern

Equipment for other spaces:

Speakers
Projector
Microphones
TV and TV Cart

Click here to reserve a room