Meeting Room Policy

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.


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

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)