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.

How the meeting rooms may be used:

• Meeting rooms are available for local community, civic, and educational organizations and for non-commercial, non-profit businesses.
• 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, which will result in special key arrangements.
• Meetings at all branches must be concluded by 10 pm. However, at the Charlestown Branch on Wednesdays the meeting room must be empty by 8:00 pm due to the cleaning schedule.
• Individuals reserving the meeting rooms must be 18 years or older with valid library cards in good standing (no charges or overdues).
• 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.
• All meeting rooms are public spaces. Privacy is not guaranteed. Meeting rooms may not be suitable for confidential matters.
• Users are responsible for ensuring that their use of the space complies with applicable privacy or confidentiality obligations.

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 or denial.
• The online application must be submitted at least 48 hours prior to the day of the requested use. Approval will not be given if the request is submitted in less than 48 hours before desired use of the space.
• 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 must 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, contact information or headquarters of an organization.
• During inclement weather, call the Library or visit the website at www.clarkco.lib.in.us 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:

• Charlestown Library – maximum seating 56
• Sellersburg Library – maximum seating 45
• Henryville Library – maximum seating 15
• Borden Library – maximum seating 15
• New Washington Library – maximum seating 15

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