The Bettendorf Public Library provides meeting rooms for community groups and organizations. They are available whenever not needed for library or library co-sponsored programs. Individual rooms will be assigned according to meeting capacity needs. Meeting rooms include the Bettendorf Room - capacity 230 - (the Bettendorf Room can be divided into three smaller rooms with capacities of 50 each depending on set up), the Kelinson Meeting Room - capacity 36, and the Malmros Conference Room - capacity 24.

Use of meeting rooms in no way implies library endorsement of ideas expressed in the meetings or of the aims and goals of the organizations using the facilities. In case a question is raised as to the objectives and activities of any organization, group, or individual requesting use of the meeting rooms, the Library Board shall be the final authority in granting or refusing permission for the use of the rooms. Organizations may not advertise the use of the library facility in any way that implies sponsorship by the library other than to indicate the name and address of the facility.

Interpretation of this policy is left to the discretion of the Director or his/her designee. Final authority rests with the Board of Trustees.

The meeting rooms may be scheduled at 12 month intervals. Patrons wishing to use a meeting room may contact the library to schedule meetings up to twelve months in advance. An annual application including the name of a contact person will be required. It is the responsibility of each organization to notify the library if contact person changes. Responsible group supervision is to be provided during meeting room use. Anyone under the age of 18 must have an adult co-sign the application; adult supervision must be provided during meeting room use. All statements on the application are considered part of this policy.

All organizations must take reasonable precautions to avoid damage of equipment, furnishings, floor cover and other library property. The library reserves the right to require a damage deposit from organizations.

Storage of equipment or materials is not allowed. No materials of any type may be attached to walls or doors.

Meetings held in the rooms must not disrupt the general service of the library. Noise and conduct is expected to be kept to a level that will not disrupt either meeting room use or general patrons in the library. The library reserves the right to cancel the use of rooms at any time.

Meeting rooms are available Monday through Saturday during all scheduled open hours. Fees for use of the rooms are:

If, by prior arrangement at least one week in advance and dependent upon availability of staff, a meeting is scheduled to begin before 9:00 a.m. or extend after 8:45 p.m., a charge of $50.00 per hour or any portion thereof will be made. This applies Monday through Thursday only. Meeting rooms are not available Friday and Saturday after 5:30 p.m. or Sunday.

The set up in the meeting rooms vary. The Kelinson Room is set up in classroom style; the Malmros in conference style. These two rooms do not allow for change of room arrangement and must remain as set. The Bettendorf, Gilbert and Lillienthal rooms have banquet tables and stack chairs to allow flexible set up. Organizations anticipating room set up needs may 1) change the room themselves and return to prior set up or 2) request set up arrangements with Administrative Services at time of meeting reservation. A charge for set up/tear down will be assessed based at $20.00 per hour.

Messages for persons attending meetings will be retained at the Reception Desk for retrieval. In case of an emergency call, staff will page through the library's Public Address system.

Reservation of equipment may be made at the Check Out Desk.

The library reserves the right to revoke permission to use a meeting room if the scheduled room is needed for library purposes. Every attempt will be made to find an acceptable alternate time.

The library is a smoke free facility.

Meeting rooms at the Bettendorf Public Library.

Approved by the Bettendorf Public Library Board of Trustees
Reviewed January 1988
Revised, October 1993
Revised, January 1997
Revised, August 1997
Revised, November 1997
Revised, October 1999
Revised, April, 2000
Revised, April, 2002 and May, 2002
Reviewed 11/05
Revised 8/06