The person/party reserving this space for an event is fully responsible for operating and managing the event within the rules of the library’s use of the space and any other local, state, or federal laws or regulations. 

Financial Considerations

There is no fee to use the rooms. There are some finance-related issues to be aware of when reserving and using the rooms:

Donations. A meeting organizer may charge a fee or sell products at their event. However, the District requests that 15% of the receipts be donated to the High Plains Library District Foundation, which is used to support programs and services of the District.

Deposits. A $50 deposit is placed on the patron library account at the time they check in to use a meeting room. This is to ensure that the room is cleaned and returned to the original condition. If these conditions are met upon inspection, the deposit is removed at check out.

Insurance. If the patron is reserving the meeting room for a program that has some physical risk (yoga for example), the patron should secure their own insurance. That insurance needs to identify the High Plains Library District as an additional insured. Patron needs to provide that and a Waiver of Subrogation to the District.

Account fines and fees. A patron is not restricted from reserving and using a meeting space if they have excessive fines and fees on their account or based on their type of card.

Reservations

Meeting space reservations can be made by patrons who: (1) have a High Plains Library District library card, and (2) have an email account.

Patrons can make a reservation by calling the District’s Virtual Library at 1-888-861-7323 or on the District’s website, MyLibrary.us. If the patron does not have a library card when reserving a meeting room, they need to get a library card when they come in for their meeting; a library card is not required to reserve a study room.

To assist library staff in responding to questions about the event, the patron should include the name of the sponsoring organization and contact information. 

The person reserving a meeting room is required to check in at the service desk with their library card prior to the start of their meeting. 

If another person in the group wishes to assume the reservation, they must present a valid library card and be willing to accept responsibility for the room deposit. 

Persons without their library card must present a photo ID or be able to establish that they have a valid library account.

A room reservation will not be held beyond 30 minutes of the scheduled start time.

Occasionally, the library district must cancel room reservations because of inclement weather or road conditions. The District will make a reasonable effort to notify the patron about the cancellation using the information they provided.

Frequency of Use

Room can be requested up to 45 days prior to the event.

A patron or organization may have up to 10 active reservations within the 45-day period.

A patron or organization may have 1 reservation per day.

Rooms may not be scheduled for any ongoing, regularly scheduled meetings/events, except for a series of sessions that are part of one event.

Room Maintenance and Supplies

Library staff will place tables, chairs, and equipment in the meeting room. Room set up is done by the group using the room and must be returned to its original condition when the meeting is over.

Library staff can provide some level of support and answer questions about how to use the equipment. Patrons are expected to have some level of familiarity with how to use computers and projection equipment.

The library provides cleaning items such as trash bags, cleaning solution and a vacuum. All other supplies (coffee, cups, napkins, flatware, etc.) must be provided by the organization or individuals using the room.

Courtesies to Staff and Patrons

When cancelling a meeting, the patron should contact the library immediately, so that other patrons can reserve the room. Patrons may call Virtual Library for assistance at 1-888-861-7323.

Any publicity concerning the event/meeting should include the name of the sponsoring organization and a contact person, so that staff can direct questions to the appropriate person.

Study Rooms

Study rooms are available on a first-come, first-served basis during regular library hours.

Study rooms must be vacated before the library closes.

Reservable study rooms can be reserved for a maximum of two hours. If no one is waiting to use it, the time can be extended.

Deposits are not required to use a Study Room.

Library cards are not required to use a Study Room.