The Vigo County Public Library has available for use by the public the following meeting rooms:

  1. Main Library: a complex of four meeting rooms that can be used separately or three rooms that may be combined as one large room; minimum five attendees per room

    • Room A capacity 42
    • Room B capacity 42
    • Room C capacity 55
    • Rooms A, B, C combined capacity is 140
    • Room D capacity 25

    Meeting rooms A, B, C, and D are located on the lower level, are accessible by stairway or elevator, and are wheelchair accessible.

  2. The Main Library Lobby is also available for reservation for selected events and programs conducted by the VCPL or other community organizations, groups, and or event planners. See attached meeting room policy addendum fee schedule. Capacity is 100.

  3. Main Branch Collaborative Spaces: available on the main level of the Main Branch;

    • Collaborative Space 1 capacity 6
    • Collaborative Space 2 capacity 6
    • Collaborative Space 3 capacity 6
    • Collaborative Space 4 capacity 6
    • Collaborative Space 5 capacity 6
    • Collaborative Space 6 capacity 10
  4. West Branch: two available rooms that can be combined to one large room

    • West Branch Meeting Room A capacity 25
    • West Branch Meeting Room B capacity 25
    • West Branch Meeting Room A & B, combined capacity is 50
    • West Branch Kitchen capacity 8
    • West Branch Outdoor Shelter capacity 42

General Policies:

  1. The Vigo County Public Library in its sole discretion may impose reasonable time, place, and manner restrictions on the use of library meeting rooms.

  2. No alcoholic beverages may be dispensed or consumed in the meeting rooms. Smoking is prohibited. The VCPL Board of Trustees may waive the no alcoholic beverages policy for selected events or programs that may offer alcoholic beverages served by a licensed caterer.

  3. Caterers utilized by groups, individuals, and or organizations for meal and or beverage functions must provide written evidence to the VCPL of general liability and/or alcohol serving liability insurance.

  4. Individuals or groups utilizing the Library’s meeting spaces are required to follow the Library’s Standards of Behavior.

  5. Individuals or small groups may reserve Collaborative Spaces at the Main Library. Collaborative Spaces 1, 2, 3, and 5 are available for walk-in use and same day reservations only and may be reserved for two hours or less per reservation. A valid VCPL borrowers’ card is not necessary to reserve Collaborative Spaces 1, 2, 3, and 5. Collaborative Spaces 4 and 6 may be reserved in advance or on a walk-in basis pending availability. Advance reservations for Collaborative Spaces 4 and 6 require a valid VCPL borrowers’ card. The Main Library conference room is not available for public booking; however, VCPL staff may authorize use of the conference room in off peak hours to accommodate requests.

  6. Individuals and groups must conclude meetings 15 minutes prior to the Library’s closing time. Meetings may begin outside of normal operating hours with prior approval from the Adult Services Assistant or West Branch Manager.

  7. Meeting rooms are reserved on a first-come, first-served basis. Priority reservations are given to Library staff for programming. Groups and organizations may reserve the meeting rooms no more than one year in advance of the current month. It is the responsibility of the group or organization to contact the Adult Services Assistant or the West Branch Manager to request reservations for the next calendar year, including recurring reservation requests.

  8. The meeting rooms are normally available free of charge, other than for maintenance, general set-up, or security service fees that may apply to selected events and or programs. See attached meeting room policy addendum fee schedule.

  9. The Vigo County Public Library and the Vigo County Public Library Board of Trustees reserves the right to change or cancel meeting room reservations and or waive meeting room policies at its sole discretion.

  10. Damage or vandalism to a meeting room or furniture and equipment housed in a meeting room may be subject to additional replacement or restitution fees to be assessed according to the damage reported. The group, organization, and or individual who booked the meeting room may also be liable for clean-up fees, furniture and or equipment repair fees, and or room set-up fees assessed at the discretion of the VCPL Director and or VCPL Board of Trustees.

  11. Meeting rooms may not be used for profit-making purposes and no admittance fees may be charged. The meeting rooms may not be used to sell products or services or to recruit potential customers or partners. Organizations (profit or not-for-profit) may sponsor informational or educational programs; however, no payment or order for goods or services may be accepted. A not-for-profit organization sponsoring a workshop or information presentation may charge a program fee to attendees that covers the cost of program presentation.

  12. The meeting rooms may not be used by political partisans for campaign purposes.

  13. By making meeting rooms available Vigo County Public Library does not advocate or endorse the viewpoints of a particular group, a meeting, or ideas presented at a meeting held in the library's facilities.

  14. Private parties and events, including bridal and baby showers and birthday parties are not permitted in the meeting spaces at the Main Library or West Branch locations; however, private functions may be considered for booking for selected events according to the attached meeting room policy addendum fee schedule.

  15. VCPL staff working with community groups may reserve the meeting rooms for their programming or group needs under the existing policy.

Meeting Room Booking Procedure

  • Meeting room reservations must be made by an adult having a valid VCPL borrower’s card, (unless utilizing Collaborative Spaces 1, 2, 3, and 5). Groups composed of minors (under 18 years) must have adult chaperons, and supervision must be provided for young children.

  • Reservations for use of meeting rooms at the Main Library may be made in advance through the Adult Services Assistant by phoning 812-232-1113. West Branch reservations may be made by calling 812-235-2121.

  • Meeting room reservations may also be made on the Vigo County Public Library’s website at www.vigo.lib.in.us. Requests are not guaranteed until confirmed by e-mail or by phone.

Meeting Room Amenities

  • Tables and chairs are available in each meeting room. Meeting rooms have standard room configurations. Custom meeting room configurations may be arranged according to the needs of the group and are subject to approval from the Adult Services Assistant or West Branch Manager.

  • Technology equipment may be reserved for use in the meeting rooms at the Main Library and West Branch locations at the time the meeting room is reserved. Equipment such as DVD players, laptop computers, a conference telephone, projectors, and microphones are available.

  • The West Branch kitchen is available for reservation and is equipped with a counter, sink, electrical outlets, refrigerator, a stove and oven, and coffee urns.

    A non-reserveable kitchenette for serving refreshments is located near the meeting room complex at the Main Library. The kitchenette is equipped with a counter, a sink, electrical outlets, refrigerator, coffee urns, serving carts, and a soft drink vending machine. The kitchenette cannot accommodate serving full luncheons or dinners. It is recommended that a food caterer serve such meals. Coffee, soft drinks, snacks, fast food, etc. may be consumed in the meeting rooms.

  • Users are responsible for leaving the meeting rooms, kitchen, and kitchenette in a neat and orderly condition.

Adopted by the Board of Trustees of the Vigo County Public Library on the 21st day of November 2016.

Meeting Room Policy Fee Schedule Addendum

The following fees will be assessed to groups, organizations, individuals, and or event planners who wish to provide an extra level of security, who wish to book a library meeting room or area outside normal library operating hours, or who are planning a private or public event in the Main Library Lobby. Caterers and or event planners utilized by groups, individuals, and/or organizations for meal and or beverage functions must provide written evidence to the VCPL of general liability and/or alcohol serving liability insurance.

  • Maintenance Personnel---4 to 6 hours minimum: $25.50 per hour for two maintenance personnel plus fees associated with fringe benefits including FICA, PERF, and health insurance benefits

  • Security Personnel---$20 per hour per person per event; minimum of 2 hour contract

  • $100 set-up fee

  • Main Library Lobby rental fee for private use---$500 + above maintenance, security, and set-up fees

Hourly maintenance fees are based upon the overtime wages of maintenance personnel at VCPL plus amounts for FICA and fringe benefits. Security personnel fees are based upon an average per hour cost per contract with security agency. These amounts are subject to change based on current wage rates and contracts.

Invoices for fees will be mailed to the sponsoring, group, individual, or organization within 10 days of the event and are payable within 30 days after the invoice is issued. All revenue will be accounted for in the same manner as other fees and fines in accordance with Indiana State Board of Accounts policies and procedures.

Adopted by the Board of Trustees of the Vigo County Public Library on the 21st day of November 2016.