In keeping with the Henderson County Public Library’s vision to “connect the entire community with resources, services, and ideas”, the library provides meeting space for individual and group use. Library-sponsored activities are given priority in scheduling the use of the facilities. When not in use by the library, the meeting rooms may be used without charge by the general public for civic, cultural, informational, or educational programs and meetings.
An adult over the age of 18 must be present for the duration of the meeting and will be responsible for ensuring the whole group adheres to this policy. Failure to comply with these rules and regulations may result in denial of future requests to reserve the meeting rooms.
Rules for use
- Groups and individuals may not charge a registration fee, accept donations or offerings, or sell tickets for an event held in library spaces. However, nonprofit and public organizations may seek permission from the Board of Trustees to hold fundraising activities at the library. Requests must be made at least 60 days in advance. Fundraisers for political parties or candidates are not allowed.
- Library sponsored events for the purpose of raising funds for the Library are allowed.
- Civic, cultural, informational, or educational programs and meetings held in library facilities must be open to the public.
- Groups and individuals wishing to use library facilities for purposes other than civic, cultural, informational, or educational programs and meetings will be assessed a $250 (plus Kentucky sales tax) rental fee due at the time of booking. Staff will be assessed a $50 (plus Kentucky sales tax) rental fee due at the time of booking.
- Children under the age of 12 cannot be left unattended in another part of the library while their parent or guardian is attending a meeting or event.
- All attendees must abide by the Library Behavior Policy.
- Attendance must not exceed the fire code regulations (55 when divided; 155 when rooms are combined).
- Equipment, supplies, or personal effects cannot be stored or left in library meeting rooms by any group or individual. The Library will not assume responsibility for any materials or items left on the premises.
- Open flames are prohibited, except when used as part of a chafing dish by a caterer.
- Groups may not use the library mailing address or phone number as the official contact information for their organization or event.
- Library representatives may enter the event at any and all times to review compliance with this policy and these rules.
HCPL will allow alcohol to be served on-site for approved events. The following responsibilities will be required of each group or organization:
- A meeting room request and application must be completed prior to the event.
- A written request to serve alcohol must be emailed to the library director (ssandefur@hcpl.org) 30 days prior to the event.
- Alcohol can only be served by an ABC licensed provider (see staff for approved vendor list) who has supplied proof that all servers are STAR (Server Training in Alcohol Regulations) trained.
- Host Liquor Liability not less than $1,000,000 in bodily injury liability coverage and $100,000 property damage coverage must be obtained by individual/group using the event suite. Henderson County Public Library shall be named as an additional insured and certificate or policy provided to the library director 15 days prior to the event.
- Provide security (off-duty police officer) during event.
- Renter agrees to indemnify, defend, and hold the Henderson County Public Library’s board and/or employees harmless of and from any liabilities, costs, penalties, or expenses, including attorney fees, court costs, including expert witness fees, arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by renter, its employees, and agents of alcoholic beverages at HCPL. In the event that the Henderson County Public Library’s board and/or employees are required to file any action in court in order to enforce any provisions of this agreement, the renter agrees to pay HCPL all reasonable attorney fees, court costs, expert witnesses fees, and cost of suit incurred by HCPL, including all collection expenses and interest due.
Available Spaces
- The Pittsburg Tank and Tower Event Suite is on the 2nd floor of the Preston Family Foundation Annex and offers three meeting rooms that can be transformed into one large event space. Meeting Rooms A and B do not have access to the catering kitchenette. The event suite is available after hours with prior approval from the Special Events Coordinator. If using the event suite after hours, your group must be in the building and in the event suite before the library closes OR rent a security access key fob for $50.00 plus tax (cash or check only) which will be refunded if the fob is returned to the library within 24 hours of the event. The rest of the library is not accessible after hours.
- When the Pittsburgh Tank and Tower Event Suite is rented for after-hours use, the rest of the library is not accessible after hours. By signing the Rental Agreement, the after-hours renter understands and agrees that it/they are not allowed to access the rest of the library for any reason. Further, the renter agrees to indemnify, defend, and hold the Henderson County Public Library’s board and/or employees harmless of and from any liabilities, cost, penalties, or expenses, including attorney fees, court costs, including expert witness fees, arising out of and/or resulting from the renter’s inaccessibility to other areas of the library after hours.
The following spaces are available during regular business hours only…
- Private study rooms are on the 1st floor of the Preston Family Foundation Annex and are available to groups of three or fewer.
- The teaching lab is located on the 1st floor of the library.
- The Wathen Room is located in the Genealogy/Local History Department. Food and drink are not allowed in this room.
Meeting set up and clean up
Limited technical support may be available 7:00 am-4:00 pm M-F. The group is responsible for setting up tables and chairs. Groups should include time to set up before and to clean up afterward when making a reservation. Spills should be reported to the facilities team immediately. Before leaving, trash should be taken to the dumpster, tables and chairs should be wiped down, floors vacuumed and the refrigerator should be emptied.
A fee of $250 will be billed to the responsible party if the meeting room is left in disarray. Groups who habitually do not clean up after themselves may be banned from using the facilities.
Damages
Damaged library equipment or furniture should be replaced with an exact replacement or Board-approved substitution by the group or individual responsible for the room. Damage to the library facility, furnishings, or equipment could result in restrictions from future use.
Disclaimers
Allowing a group to use a meeting room does not imply endorsement of the group’s beliefs, policies, or programs by Henderson County Public Library, its Trustees, or its employees. When publicizing a meeting, no group shall state or suggest that the library, the Library Board, or the library staff sponsors or endorses the meeting, the group, or any particular set of ideas.
The library assumes no liability for injury to people or damage or loss of personal property belonging to people using the library’s meeting rooms.
This policy is not all-inclusive; the Library Director will determine approval for individual meeting situations not described within this policy.