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Need a place for your group to meet? Check our policy for using our public meeting rooms.

Public Meeting Room Use Policy

Purpose

The library encourages public use of meeting rooms as gathering places to exchange ideas; access and share information and participate in programs created for public enjoyment, public education and civic engagement. The meeting rooms will be available on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to meet at the Library does not in any way constitute or imply endorsement of the users’ policies, beliefs or programs by the Library staff or Board of Trustees.

Download the meeting room application. Completed forms may be returned to any branch.

Room Use Priority

Priority will be given to: Library sponsored and co-sponsored activities and events. All other groups will be given consideration on a first-come/first-served basis. The Library reserves the right to reschedule confirmed meeting room reservations to accommodate library meetings or events. In such rare instances, the Library will make every reasonable effort to give ample notice and to assist the group in reserving another date or library meeting room.

Eligibility

Meeting rooms are available for non-commercial use by local not-for-profit organizations, governmental agencies, and educational entities.

  • Local refers to non-profit organizations based in or serving residents of the Lake County Public Library district.

  • Groups are considered not-for-profit when their mission serves an educational, cultural, charitable, political or civic purpose. Not-for-profits include 501(c)3, 501(c)4, 501(c)5, 501(c)6, 501(c)7, 501(c)8 corporations. Meeting room reservations requests by not-for-profit organizations must include a copy of the 501(c) certificate. This requirement may be waived by the Director in the case of local, organized, small not-for-profit unincorporated associations that provide other supporting documentation.

  • The person filling out a meeting room reservation request on behalf of the group must have a resident library card in good standing from Lake County Public Library and be at least 18 years old. Exceptions to this requirement may be made for representatives of federal, Indiana, or local agencies or political subdivisions.

  • First time users must submit an application for use. The Library reserves the right to review each prospective meeting room request and determine whether the group qualifies and the planned use fits within the guidelines and terms of Library policies and this Meeting Room Agreement.

Meeting Room Fees

Eligible groups may reserve and use library meeting rooms for non-commercial activities without charge under the following conditions:

  • The group is a local not-for-profit organization, governmental agency, or educational entity

  • The meeting is open to all people who wish to attend.

  • No fees or donations are collected or solicited for admission or participation in the meeting or event. No fundraising takes place during the meeting.

A local not-for-profit organization, governmental agency, or educational entity using the room for non-commercial activities will be charged the rental fees* listed under the following conditions:

  • Meetings are not open to and advertised to the general public, e.g., board meetings, committee meetings, training sessions, and the like.

  • A group has restricted attendance to a limited or designated audience.

  • The group requires an exchange of money, goods, or services for attendance (regardless of the exchange being on or off our premises). This includes meetings held by federal tax exempt organizations as well as governmental agencies.

Meeting Room Capacity Fee
Merrillville - Meeting Rm A 150 $150
Cedar Lake 50 $50
Griffith-Calumet 50 $50
Hobart 30 $50
Lake Station-New Chicago 50 $50
St. John 50 $50
Dyer-Schererville - Whole 50 $50
Munster 50 $50
Highland 50 $50
Merrillville - Meeting Rm B 25 $50
Dyer-Schererville - Half 35 $25
Merrillville - Meeting Rm C 15 $25
Merrillville - Meeting Rm D 15 $25

Cleaning Fees: Hourly Rate

Reservations

To insure and promote the accessibility of library meeting rooms to a wide variety of community groups eligible groups may:

  • book three consecutive meetings system-wide at a time on a rolling basis.

  • reserve meeting rooms up to 6 months in advance, as available, up to 20 times a year.

  • only use rooms during normal library operational hours, Monday – Saturday.

Acceptable Use Guidelines

  • No sale of goods or services, fundraising, or solicitation for future sales or services will be permitted without prior Library Administration approval. “Solicitation” is any act or attempt to advertise, market, or sell any product or service; to seek membership in any organization; or to obtain a donation/contribution. This includes the collection of “free-will” offerings. Public property, such as Library buildings, facilities, parking lots, grounds and other real property, is held in trust for the public. It is to be used for governmental and public purposes and governmental property is not to be used for private gain.

  • Library meeting rooms are designed to meet general, non-commercial, informational, educational, cultural and civic needs. Excluded are purely social events which include but are not limited to parties or entertainment and meetings for the benefit of private individuals.

  • The meeting room kitchens are not intended for cooking, but to provide a convenient space for the preparation of light refreshments. No meals may be served unless prior approval is given in writing by Library Administration.

  • All activities and programs conducted in library buildings must comply with federal, state, and local laws and are subject to the rules, regulations, and policies of the Library.

  • Meeting rooms are not available if the Library is closed due to an emergency or inclement weather.

  • Library personnel have free access to enter any meeting room at any time. The Library Board has vested in Library personnel the authority to supervise meeting room use and to interpret policy; however, final authority rests with the Library Director.

Responsibility of User

  • The group must have a signed application on file agreeing to our policies, to be signed on an annual basis by an authorized representative of the group. The individual agrees to be the responsible party. If unavoidable circumstances prevent attendance by the applicant, he/she is still personally responsible for the proper use of the facility and payment for any damage. 

  • Minimum attendance may be required. Groups must stay within the designated maximum seating capacities of assigned rooms.

  • Cancellations by groups must be received by the Library at least 48 hours in advance. A penalty in room use privileges may be imposed on groups who do not cancel their meetings by the designated deadlines.

  • Any publicity materials must clearly indicate that the program is under the sponsorship of the group and not the Lake County Public Library.

  • The Library will provide basic housekeeping service such as regular cleaning as part of meeting room maintenance. Any additional cleaning or repair required beyond normal library maintenance will be billed at an hourly rate. The cost of any materials required for any repair will be billed to the responsible party.

  • Excessive amounts of garbage (beyond the capacity of trash receptacles provided in the meeting room) must be removed by the room user to outside trash receptacles.

  • The Library is unable to provide storage space for materials or equipment between meetings.

  • Children and youth groups are required to use the meeting rooms under adult supervision.

  • All meetings must be over and the rooms vacated 30 minutes before the library closes. 

Meeting Room Amenities

  • Kitchen

  • Screen

  • Podium

  • Wifi

  • Each meeting room is equipped with a standard number of tables and chairs. A group may change this arrangement for their specific use. Furniture should be left in a clean, neat, and orderly arrangement at the close of the meeting.

Revocation and Refusal of Authorization for Use

Authorization to use library facilities may be revoked. Persons or organizations refused the use of the meeting rooms or persons or organizations whose privileges to use the meeting rooms have been revoked shall have the right to appeal in writing to the Library Director. Such appeals must be submitted in writing within 10 days after notice of the refusal to use the meeting rooms or the revocation of use of the meeting rooms.

The privilege of using Library meeting rooms will not be granted or will be revoked if the activities or intended activities of the meeting room users negatively impact normal operations in any of the following ways:

  • The meeting is conducted in a noisy, disorderly or inflammatory manner.

  • The size of the meeting presents personal safety or building security issues, or creates an undue parking demand on library lots or the surrounding neighborhood.

  • The activities of meeting room users disrupt or will be disruptive to other library patrons’ use of library facilities or distract library staff from the performance of their duties.

  • The meeting room users neglect to pay all required fees, or neglect to pay for damages to the meeting room.

  • Misrepresentation of information supplied on Meeting Room Agreement form

  • Repeated failure to show up for scheduled reservations or frequent cancellations

  • Physical abuse of facilities and/or equipment

  • Failure to adequately supervise participants of meeting

  • Failure to vacate the room by the scheduled reservation time

  • Violation of Library Policies

Adopted by the Board of Trustees of the Lake County Public Library - 10/26/95
Revised - 3/25/04
Revised - 5/26/16
Revised - 3/23/17
Revised - 8/29/19

*ST-105 General Sales Tax Exemption Certificate is required.

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Study Room Guidelines  

Lake County Public Library provides study rooms for the use of eligible cardholders.

The rooms may be used in accordance with the following guidelines:

  • Eligible Users must be at least 18 years old and and present their own LCPL card for study room use. (In House Use cards are acceptable for study room bookings).
  • The library cardholder who booked the study room is responsible for other users and must remain in the study room.
  • Users are limited to one 2-hour reservation per day.
    • After two hours of use, users may continue until the room is reserved for a new user.
    • Please be respectful to staff and other users by leaving the room quickly (within 5 minutes) when notified that time has ended.
  • Reservations accepted up to 2 months in advance.
  • Users may have up to 2 reservations at a time – limited to one reservation per day.
  • Room users may not exceed a room’s capacity.
  • Library staff are not responsible for personal belongings left unattended.
  • Study rooms unoccupied for more than 15 minutes may be reserved by another user.
  • Study rooms close 15-minutes before the branch closing time.

Violation of these guidelines or the Library’s Rules of Conduct could result in loss of Study Room Privileges.

Issued: Administration
Issued: 3/8/2018

Upcoming Events
Thu, Oct 24, 9:30am - 11:00am
Merrillville - Meeting Room C
The class is designed to help adults improve their English reading, writing and speaking skills, focusing on the necessary civic... more
The class is designed to help adults improve their English reading, writing and speaking skills, focusing on the necessary civic information to prepare for American citizenship.

Thu, Oct 24, 10:15am - 11:30am
Dyer-Schererville - Meeting Room Whole (A & B)
The Between the Lines Book Club reads "Killers of the Flower Moon: The Osage Murders and the Birth of the FBI " by David Grann. Books... more
The Between the Lines Book Club reads "Killers of the Flower Moon: The Osage Murders and the Birth of the FBI " by David Grann. Books can be picked up at the circ desk a month before the event.

Thu, Oct 24, 10:30am - 11:00am
Cedar Lake - Children's Programming Room
Toddlers 2 and 3 years of age accompanied by a caregiver will participate in stories, finger plays, music activities, crafts, and more.... more
Toddlers 2 and 3 years of age accompanied by a caregiver will participate in stories, finger plays, music activities, crafts, and more. Activities will help to develop important pre-literacy skills.

Thu, Oct 24, 10:30am - 12:00pm
St. John - Large Meeting Room
Join us for this month's Classic Film series selection: Dracula, the 1931 classic, starring Bela Lugosi. Run time: 75... more
Join us for this month's Classic Film series selection: Dracula, the 1931 classic, starring Bela Lugosi. Run time: 75 minutes. Refreshments will be served. Registration Required.

Thu, Oct 24, 10:30am - 12:30pm
Griffith-Calumet Twp - Meeting Room
Like to cross-stitch, knit, crochet, or do any other craft? Every Thursday, bring and work on your own project while enjoying the... more
Like to cross-stitch, knit, crochet, or do any other craft? Every Thursday, bring and work on your own project while enjoying the company of others.

Thu, Oct 24, 1:30pm - 2:30pm
Dyer-Schererville - Meeting Room Whole (A & B)
In a series of seven presentations, participants will explore how nutrition, exercise and other factors play important roles in the... more
In a series of seven presentations, participants will explore how nutrition, exercise and other factors play important roles in the health of your entire body.

Thu, Oct 24, 1:30pm - 3:00pm
Munster - Large Meeting Room
Join us for an informal and relaxed discussion of "My Last Continent" by Midge Raymond. Copies are available at the Munster branch.

Thu, Oct 24, 2:00pm - 3:00pm
St. John - Large Meeting Room
Adults can try all types of sports activities on the Nintendo Wii including bowling, golf, archery, racing, and more! Wii is easy to... more
Adults can try all types of sports activities on the Nintendo Wii including bowling, golf, archery, racing, and more! Wii is easy to learn, and lots of fun! Registration required.

Thu, Oct 24, 3:00pm - 5:00pm
Dyer-Schererville - Children's Programming Room
Join us as we learn about this celebration of life and death, create an ofrenda and eat some treats. Feliz Día de los Muertos--Happy... more
Join us as we learn about this celebration of life and death, create an ofrenda and eat some treats. Feliz Día de los Muertos--Happy Day of the Dead

Thu, Oct 24, 3:00pm - 6:00pm
Highland - Quiet Study Room
Every Thursday, in the Study Room, 2020 Census recruiters will be available to help you apply for Census employment. Walk-ins are welcome!

Thu, Oct 24, 4:30pm - 5:30pm
St. John - Children's Program Room
A Hallowe'en party for children from kindergarten to fifth grade. Feel free to come in costume, and join us for some not-so-scary fun!... more
A Hallowe'en party for children from kindergarten to fifth grade. Feel free to come in costume, and join us for some not-so-scary fun! Please sign up in advance to guarantee your spot!
This event is full

Thu, Oct 24, 6:00pm - 7:00pm
Lake Station-New Chicago - Children's Program Room
Children in grades K-6 are invited to join us for one hour of LEGO® building. Bring your friends, but please leave your own LEGOS® at... more
Children in grades K-6 are invited to join us for one hour of LEGO® building. Bring your friends, but please leave your own LEGOS® at home.

Thu, Oct 24, 6:00pm - 8:00pm
Griffith-Calumet Twp - Meeting Room
Be informed on how to navigate the internet safely. Children, teens and their families are invited for a presentation on internet... more
Be informed on how to navigate the internet safely. Children, teens and their families are invited for a presentation on internet safety given by an Indiana State Police ICAC Youth Educator.

Thu, Oct 24, 6:30pm - 7:30pm
Highland - Meeting Room A
NWI Heritage Event featuring Margaret Pollack. Learn about the indigenous people of NW Indiana past and present.

Thu, Oct 24, 6:30pm - 7:30pm
Merrillville - Meeting Room B
Inviting teens, ages 12-18, to LEGO® and Board Game Night. Stop in to build your creation or pick a board game to play instead. Please... more
Inviting teens, ages 12-18, to LEGO® and Board Game Night. Stop in to build your creation or pick a board game to play instead. Please register. Snacks will be provided.

Thu, Oct 24, 6:30pm - 8:00pm
Lake Station-New Chicago - Large Meeting Room
Bring your projects and join us. Chat with fellow crafters and work on your project without the interruptions of home. All are welcome.

Thu, Oct 24, 7:00pm - 8:00pm
Highland - Children's Programming Room
Join us for our Once Upon a Crime mystery book discussion. Pick up a copy at the Highland Branch.
This event is full

Fri, Oct 25, 10:00am - 11:00am
Merrillville - Meeting Room A
Informational and interactive session that focuses on understanding the disease process of progressive dementia.

Fri, Oct 25, 12:00pm - 1:30pm
Merrillville - Meeting Room A
A session on advanced issues and strategies. Please register by calling Alzheimer's Services of Northern Indiana toll free at... more
A session on advanced issues and strategies. Please register by calling Alzheimer's Services of Northern Indiana toll free at 1-888-303-0180.

Fri, Oct 25, 1:00pm - 3:00pm
Merrillville - Meeting Room B
Lake County Public Library Digital Lab Assistant Megan Harms will explain the different ways you can preserve your photos, slides and... more
Lake County Public Library Digital Lab Assistant Megan Harms will explain the different ways you can preserve your photos, slides and family movies for current and future generations.

Fri, Oct 25, 1:00pm - 3:15pm
Highland - Meeting Room A
Enjoy the new live action Aladdin on the library's big screen.

Fri, Oct 25, 3:00pm - 5:30pm
Munster - Large Meeting Room
Come play chess with us! All levels of experience are welcome. We can accommodate 20 people playing at the same time. Jeffrey Graves is... more
Come play chess with us! All levels of experience are welcome. We can accommodate 20 people playing at the same time. Jeffrey Graves is the program facilitator.

Sat, Oct 26, 10:00am - 1:00pm
Highland - Children's Programming Room
Make knitted hats using looms & yarn provided. No experience is necessary--it's fast & easy.

Sat, Oct 26, 10:30am - 11:00am
Merrillville - Children's Programming Room
Baby & Me Time is a 1/2 hour program which includes songs, stories, and sensory play for babies 0 to 23 months and their caregiver.

Sat, Oct 26, 11:00am - 12:00pm
St. John - Large Meeting Room
All children and their families are invited to come and read to these certified therapy dogs. Please Register.

Sat, Oct 26, 1:00pm - 2:30pm
Griffith-Calumet Twp - Meeting Room
Collaborate on a Choose Your Own Adventure story! We'll read a spooky CYOA story and choose our fate together, then write one as a team.... more
Collaborate on a Choose Your Own Adventure story! We'll read a spooky CYOA story and choose our fate together, then write one as a team. Please register: the more writers, the bigger the story.

Sat, Oct 26, 1:00pm - 4:00pm
Merrillville - Meeting Room A
Join us for Movie Time with popcorn and beverages as we watch Little. Rated PG-13 ; 109 minutes

Sat, Oct 26, 1:00pm - 4:00pm
Cedar Lake - Meeting Room A
Make knitted hats using looms and yarn provided. No experience is necessary -- it is fast and easy.

Sat, Oct 26, 3:00pm - 4:00pm
Highland - Meeting Room A
Snacks will be served and plans will be made for upcoming projects. Bring your ideas and be prepared for a fun time.