Meeting Rooms

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Meeting Room Policy Rooms and Features Make a Reservation Equipment Parking Meeting Room Request Form

Meeting Room Policy

The meeting rooms at the library are made available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

 

All meeting rooms are booked on a first-come, first-serve basis by the Library Administrative Secretary, 507-304-4002.  Bookings may be made up to six months in advance of meeting dates.  The rooms will not be scheduled before the library is open to the public and must end 30 minutes before the library closes to the public.  The Conference Room may be scheduled up to 2 times in a calendar month.  The Auditorium may be scheduled unlimited times.  Only one group may use the Auditorium per day.

 

The Conference Room rental fees are based on hourly.  The FOR-PROFIT rate is $20.  The NON-PROFIT rate is $0.  Rental fees are due to the Administrative Secretary prior to the use of the room.

 

The Auditorium rental fees are based on either a half day (4 hours) or a full day of use (over 4 hours).  The FOR-PROFIT rate is $120 and $240, respectively.  The NON-PROFIT rate is $40 and $80, respectively.  Rental fees are due to the Administrative Secretary prior to the use of the room.

 

The contact person for the group is responsible for leaving the facilities clean and for ensuring that group members do not disturb other library users.  A fee may be charged to the group for cleanup or loss or damages incurred by the group of the audio/visual equipment.  Food and beverages are not allowed on the media cabinets.  Individuals and groups are responsible for removing all supplies and materials at the end of each meeting.

 

Individuals or groups making meeting room reservations should notify the library at least 48 hours in advance of any cancellations of the scheduled meeting otherwise the group is still responsible for the rental fees.  Individuals or groups making meeting room reservations that stay past library closing time will be responsible for at least a $40 fee to reimburse staff time.

 

The library reserves the right to revoke permission for use of meeting rooms at any time.  Individuals or groups that believe they have unjustly been denied use or wrongfully limited in their use of the meetings rooms and those who wish permission to waive the rules above may discuss their situation with the Library Director.  If the outcome of the discussion is unsatisfactory, the matter may be brought to the Library Board.

 

The Administrative Secretary or designee will complete a “Meeting Room Request” and write the group’s name and time requested in the calendar book.  A half-hour will be kept open between meetings. 

 

The Administrative Secretary will submit an invoice to the group (when appropriate) and create a weekly meeting room schedule.

 

Rooms and Features

Auditorium

(Capacity is 100. Classroom style will allow for approximately 60.)

• 100 chairs on moveable racks
• 29 six-foot long folding tables
• Media Station: DVD player, VHS player, projector, PA system, projection screen (user supplies laptop computer)
• Dry erase board
• A pass-through connects the auditorium to the kitchen

Room Rental

Type of Rental:	Non-profit Rate:	For-profit Rate:
Up to 4 hours	$40	$80
Over 4 hours	$120	$240

Kitchen

• Electric range/oven
• Refrigerator
• Sink
• Large capacity of coffee pots. Users supply coffee, cups, and other supplies.
• User supllies dish towels and utensils.
  

Conference Room

Capacity is 23

• Two long tables arranged in a solid rectangle
• Media Station: DVD player, VHS player, projector, projection screen             (user supplies laptop)
• Refreshment teacart
• Dry erase board
• Wireless

Make a Reservation

Reservations can be made by using one of the three following options:

• Call Sandi Braun (507) 304-4002
• Fax the information below to (507) 304-4009; or
• Email the information below to Sandi Braun.
  

The following information is needed to make a room reservation:

• List date and time.
• Room Requested: Auditorium or Conference Room.
• List approximately how many people will be attending.
• List your name and also a contact person if different.
• List your daytime phone number.
• List your billing address.
• Optional: Include a fax number and/or e-mail address.
  

If an immediate reservation is needed during a weekend or late evenings (Monday/Tuesday), contact the Circulation Department at (507) 304-4010. The administrative secretary will confirm as soon as possible if requested time is available


Parking

Groups using the Library facility for meetings and events may park in the following locations:

• Mankato Depot parking lot (across the street): Free of charge
• City parking ramp (under the Holiday Inn): $.50/hour ($5 cap) during the day; Free of charge after 6 p.m.