Frequently Asked Questions

The Herrick District Library provides meeting rooms to empower our community to connect, discover, and create, which is the Library’s mission. The primary intent of our meeting rooms is to provide space to implement regular Library programs. Not-for-profit organizations in the community are able to use the meeting rooms to provide programs open to the general public that are educational, cultural, or civic betterment in purpose.

• HDL is not responsible for damaged, lost, or stolen items. Users are liable for any damage to furniture and fixtures. Room use may require liability and damage protection as determined by the Library Director or the Director’s representative.
• Room users are responsible for cleaning up after themselves.
• Smoking and alcohol use are prohibited in the Library.
• Users of the rooms must be under adequate supervision by adults 18 years of age or older.
• Room use is revocable by the Library at any time and for any reason.

Endorsement

The use of the meeting rooms by outside organizations does not imply endorsement of the organization or its programs by the Library. Organizations will not be permitted to use advertising or publicity that implies sponsorship or approval of the Library.

No Discrimination

HDL will allow room use on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use. HDL requires that all room users will uphold high ethical standards without regard to race, color, religion, sex, age, national origin, disability, or other protected status.

Fees & Charges

The Library’s meeting rooms shall be available for use free of charge. Room users may be charged for use of the Library’s audiovisual equipment and support. Organizations may not charge fees nor hold fund raising events in the meeting rooms. Continuing education workshops may charge a fee to cover the costs of supplies.

The Library Director is authorized to develop guidelines and procedures to implement this policy. Organizations may not use the meeting rooms in such a manner as to go against the guidelines.

Revised/adopted by Board on June 21, 2007
Revised mission and updated wording - Board approved on July 25, 2019
Proposed to Policy & Personnel Committee 7/8/2021

2021 Meeting Room Policy (PDF)

The Herrick District Library provides meeting rooms to empower our community to connect, discover and create, which is the library’s mission. The primary intent of the meeting rooms is to provide space to implement regular Library programs. However, four rooms are frequently available for use by local groups at no charge:

• Main Library Auditorium
  (max. 200, stage, podium, tables, and chairs available)
• Main Library Classroom
  (max. 46, podium, tables, and chairs available)
• Main Library Conference Room
  (max. 12, tables and chairs available)
• North Branch Community Room
  (max. 80, podium, tables, and chairs available)

The Main Library’s regular Meeting Room hours:

• Monday through Wednesday: 9:00am until 8:30pm
• Thursday through Saturday: 9:00am until 5:30pm
• Sundays: Meeting Rooms not available

The North Branch Library’s regular Meeting Room hours:

• Monday, Wednesday, and Friday: 9:00am until 5:30pm
• Tuesday and Thursday: 9:00am until 7:30pm
• Saturday: 9:00am until 1:30pm
• Sundays: Meeting Rooms not available

The guidelines below have been developed by the Library’s Administration to implement the Herrick District Library Board’s “Meeting Room Policy.” The guidelines may be amended periodically. Those who use the library’s meeting rooms must also adhere to other Library policies, including the Patron Code of Conduct and the Internet Use Policy. Permission to use the rooms does not imply HDL endorsement of the goals, policies or activities of any group or organization.

HDL requires that all organizations hosting meetings at HDL will uphold high ethical standards without regard to race, color, religion, sex, age, national origin, disability or other protected status.

Failure to abide by the guidelines may result in reservations being denied in the future.

A. Qualifications for Usage

1. Residents of the Herrick District Library service area who are 18 years of age and older and in good standing with the library (e.g., less than $10 of fines) may reserve a meeting room. The person making the reservation must be onsite during the meeting time. Reservations are made by accepting the online booking agreement on the library’s room reservation system, accessed through herrickdl.org.
2. Reservations can only be made up to three months in advance and is on a first-come, first-served basis. Meeting rooms can be used for a maximum of two times per month per organization. It is each group’s responsibility to keep track of its own usage.
3. Rooms must be reserved at least 7 days in advance. Reservations made within 7 days require exception approval from the Administrative Office. Please call the Administrative Office Monday-Friday 9:00am-4:00pm (616-355-3601) to inquire about booking these rooms if the meeting is less than one week out.
4. Basic audiovisual equipment is available in select rooms, including the Auditorium. Upon request and subject to staff availability, library staff may provide setup assistance and operating instructions for technical equipment. Groups needing assistance should indicate their needs when reserving a room.
5. Meetings must conclude 30 minutes prior to Library closing to permit attendees and presenters to exit the Library with the general public.
6. All meetings shall be open to the general public. No one may be denied entry to a meeting held in the Library’s public rooms.
7. Users may not hire or bring in security personnel or guards without prior approval from the Director or designee.
8. The public meeting spaces are not available for personal/family celebrations, such as (but not limited to): birthday parties, anniversary celebrations, family reunions, wedding/baby showers, graduation celebrations, retirement celebrations, etc.
9. Public movie licensing regulations must be followed to avoid copyright violation.
10. The public meeting spaces are not available for fund raising, marketing, solicitation, or political rallies.
11. Users may not charge admission fees.
12. No group may transfer its reservation to any other group.
13. The Library reserves the right to cancel or relocate any scheduled meeting if circumstances warrant.

B. Cancellation

The Library must be notified within 24 hours if cancellation of a meeting becomes
necessary. Please contact our Administrative Office (616-355-3601) to cancel
your reservation. Disregard of cancellation guideline may result in denial of future
reservations.

C. Conditions of Usage

1. The Library is a smoke-free and alcohol-free building.
2. Use of hazardous materials is prohibited.
3. Groups may use the auditorium for exhibition purposes in the broad areas of art, history, hobby and handicrafts. Advance consultation with the library staff is necessary if materials are to be hung on the walls.
4. Organizations using the rooms will not be permitted to use advertising or publicity that imply that their programs are sponsored, co-sponsored or approved by HDL. Any advertising of the public meeting is the responsibility of the booking party.
5. The Library has the right to deny booking of activities that would disrupt the Library.
6. Organizations using the Library’s meeting rooms are liable for any damages or dirtying of the building, furniture and fixtures.

D. User Responsibilities

1. There are several standard setup arrangements for the Auditorium. These should be reviewed and selected at the time the reservation is made.
2. Users of library equipment are responsible for operation after initial setup and instruction. The library is not responsible for technical issues resulting from user operation and does not guarantee ongoing or dedicated technical support during an event.
3. Users may bring in their own refreshments and supplies for meetings in the Auditorium and use of the kitchenette may be requested. Food is not allowed in the other meeting rooms without consent of the Director.
4. All rooms must be left clean and in the condition you found them.
5. The Library is not responsible for the security of items used or displayed by users. Items may not be stored at the Library.
6. No organization shall use the Library as its official address except the Friends of the Herrick District Library.
7. Users booking the Library’s meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.
8. Attendance at meetings may not exceed the maximum number of people per occupancy limit for the rooms:

• • • Main Branch Auditorium – 200
    • Main Branch Classroom – 46
    • Main Branch Conference Room – 12
    • North Branch Community Room - 80

If an organization is denied use of the Library’s meeting rooms or is billed unexpectedly, appeal of that decision may be made first to the Library Director, and subsequently to the Library Board.

Revised November 2016
Revised July 2018
Revised May 2019
Revised August 2021
Revised February 2022
Revised September 2025
Revised May 2026
Revised June 2026

Study Room Policy

The Herrick District Library provides study rooms for individual or small group use that supports the Library’s mission. The study rooms are available free of charge.

• Study rooms may be reserved or if they are available, may be used on a first come, first served basis.
• Noise should be kept to a reasonable level as the rooms are not soundproof.
• HDL is not responsible for damaged, lost, or stolen items.
• Users are liable for any damage to furniture and fixtures.
• Room users are responsible for cleaning up after themselves.
• Unattended items will be removed from the study rooms.
• Ongoing office hours or classes are not permitted in study rooms.
• Activities deemed to be disruptive to other users will not be permitted in the study rooms.
• Smoking and alcohol use are prohibited in the Library.
• Eating is prohibited in Study Rooms. Drinks must be in covered containers.
• Rooms cannot exceed posted capacity.
• Internet and Technology Use Policy applies.

The Library Director is authorized to develop guidelines and procedures to implement this policy.

Approved 3/24/2004

Revised and Updated 10/30/2018, 7/29/2021, 4/25/2024

2024 Study Room Policy (PDF)