Meeting Room Policy

Meeting Room Policy

The Charlestown-Clark County Libraries (Borden, Henryville, Charlestown, New Washington, and Sellersburg) provides meeting room spaces as a community service to library cardholders in good standing.

Who may use the meeting rooms:

  • Meeting rooms are available for local community, civic, and educational organizations for non-commercial and non-profit business.
  • The meeting rooms are not available for personal or family social events or parties.
  • Library events will take precedence in room scheduling. The library reserves the right to cancel or reschedule meetings.
  • The meeting rooms are available during normal business hours on days the libraries are open. Before and after hours meetings may be approved by the director with special key arrangements.
  • Meetings at all branches must be concluded by 10 pm.
  • Individuals 18 years or older with valid library cards (no charges, overdues or expired)
  • Granting the use of the meeting rooms does not imply approval or endorsement by the library of the group, meeting, or ideas presented at the meeting.

User Responsibilities:

  • Each group is required to fill out an online application for the use of the meeting room and will be notified of use approval.
  • The individual signing the application and the group they represent assumes full responsibility for the condition of the meeting rooms and equipment used.
  • Requests can be made in advance for the use of certain audio/visual equipment.
  • Minors must be supervised by responsible adults at all times.
  • No buying, selling, monetary donations, collections of funds or solicitation are permitted on library property.
  • No attendance fees may be charged.
  • Only light refreshments may be served. No open flames, including the use of candles or canned heat for chaffing dishes.
  • State fire and health laws shall be observed.
  • No drugs, alcohol, or tobacco products are permitted on the premises.
  • Meeting rooms must be restored to their original, clean condition.
  • The library assumes no responsibility for lost or stolen items or damage to vehicles in the parking lots.
  • A meeting room closing form is required to be completed and returned to the library after each meeting.
  • The Director or his/her designee has the power to terminate any meeting disruptive to library operations.
  • Publicity for a meeting by a non-library group must be worded in a manner that does not imply Library sponsorship of the group’s activities.
  • The name, address, and/or telephone number of the library must not be used as the official address or headquarters of an organization.
  • During inclement weather, call the Library or visit the to be certain the library will be open.
  • All meetings are subject to monitoring by library staff to ensure compliance with this policy.

Meeting rooms with available seating:

I agree to this policy.      I do not agree to this policy.