Meeting Room Policy

  1. Purpose: The Topeka and Shawnee County Public 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.  Pursuant to the authority granted them by Kansas laws this library’s Board of Trustees adopts the following rules, regulations and fees for public use of meeting rooms and event spaces.
  2. Reserving Space: Any individual or organization desiring to reserve meeting or gathering space at the library must first contact the events coordinator.
  3. Space Priority: Programs and functions hosted or presented by the library are entitled to priority, including the necessity for the library to cancel a reservation made by a non-library organization or individual, if the space is needed for library purposes.
  4. Prohibited Activities: Library meeting rooms and event spaces may not be used for any activity that is incompatible with the library environment or interferes with its operations.  Examples of prohibited activities include but are not limited to: weddings, anniversary celebrations, funerals, birthday parties, reunions, dances, private parties, trade shows, conventions or pageants. Sales of products or services, charging admission or registration fees, and/or soliciting donations other than in conjunction with a program or event sponsored or hosted by the library, The Library Foundation, or the Friends of the Topeka and Shawnee County Public Library are prohibited in meeting rooms and event spaces, provided however, that those hosting meetings or events may recover the actual cost of the printed materials, food and beverages distributed or served at the meeting or event.
  5. Customer Conduct Policy: Those hosting meetings and events at the library and their guests agree to abide by all policies and regulations relating to the use of library facilities and accept responsibility for any and all damages to the library building, contents and equipment normal wear and tear excepted.
  6. Insurance Requirement: At the sole determination of the Executive Director, a comprehensive general liability insurance policy in an amount not less than $1 million naming the Topeka and Shawnee County Public Library as an additional insured may be required for certain types of events, in which case, the certificate of insurance must be filed with the events coordinator at least one month in advance of the event.
  7. Catering: All food and beverages served at events or meetings must be supplied by and purchased from the Millennium Café.  Alcoholic beverages may not be served at meetings or events during hours that the library is open to the public.
  8. Fees and Charges: The library may charge any and all applicable fees to any organization or individual using meeting rooms and event spaces.  Subject to the other terms of this policy, no room rental fee shall be charged to any non-profit organization or community group, individual or governmental organization holding a meeting or event that is both free and open to the public.
  9. Restrictions: The library may impose time, place or manner restrictions on the use of meeting rooms and event spaces to 1) ensure that all patrons may use the library to the maximum extent possible, and 2) maintain the library environment.
  10. Delegation: The executive director or her designee is granted full authority to decide any exception to this policy and to establish the procedures and fees necessary to implement it.

See K.S.A. 12-1265 and 1266(a).

Guidelines

Room Availability

The library reserves first priority for use of any meeting room at all times. In rare instances, the library may pre-empt the scheduled use of a room. Room reservations may not conflict with the library’s public operations.

For Non-Profit
  • Non-profit groups or organizations may be assessed fees for special equipment or staff operation. See the meeting room fee schedule
  • A signed confirmation shall be presented to the event coordinator at least two (2) weeks in advance of the event.
For-Profit
  • For-profit private businesses, individuals, groups or organizations may reserve rooms on an “as available” basis for a rental fee. See meeting room fee schedule.
  • A signed confirmation and the deposit shall be presented to the event coordinator at least two (2) weeks in advance of the event. The balance of the contract amount is due to the events coordinator on or before the date of the event.

Library Meeting Rooms and Event Spaces

The Topeka & Shawnee County Public Library has 14 meeting roomsevent spaces available for public use.

Meeting Rooms
  1. James C. Marvin Auditorium 101ABC is a multi-purpose room with available portable stage, audiovisual projection and viewing equipment, podium, lectern and sound system. It is directly adjacent to the main rotunda entry. The auditorium can be sub-divided into three separate rooms, accessible between each room or from the west corridor.
    Occupancy: 400
  2. JCM 101A is the smallest of three sub-divided Marvin Auditorium rooms. It is located on the main floor in the west corridor directly across from the Chandler Booktique and the rotunda.
    Occupancy: 100
  3. JCM 101B is a sub-divided room of the Marvin Auditorium. It is located on the main floor accessible from the west corridor across from the Chandler Booktique and the Millennium Café.
    Occupancy: 160
  4. JCM 101C is a sub-divided room of Marvin Auditorium. It is located on the main floor in the west corridor directly across from the Millennium Cafe.
    Occupancy: 160
  5. Maxine Jeanes Anton Room 202 is located on the second floor, west corridor. Second floor rooms are accessible by using the first floor elevator or rotunda stairway. This room has a fixed style and accommodates 18 around the boardroom table.
    Occupancy: 48
  6. Lucille S. Perkins Room 201 is located on the second floor, west corridor next to the Maxine Jeanes Anton Room. Second floor rooms are accessible by using the first floor elevator or rotunda stairway. This room has a fixed style that cannot be moved and accommodates 14 around the boardroom table.
    Occupancy: 33
  7. Langston Hughes Room 205 is located on the second floor, east corridor. Second floor rooms are accessible by the first floor elevator or the rotunda stairway. This room has a fixed style and accommodates 14 around the boardroom table.
    Occupancy: 33
  8. Menninger Room 206 is located on the second floor, east corridor next to the Langston Hughes Room. It is accessible by the first floor elevator or the rotunda stairway. This room has a fixed style and accommodates 18 around the boardroom table.
    Occupancy: 48
Event Spaces

The following spaces may be used by special arrangement with the events coordinator.

  1. Computer Training Center is located on the first floor off the east corridor and has 16 computer workstations. The room can be subdivided into two separate rooms that have 8 computer workstations in each room.
    Occupancy: 24
  2. Alice C. Sabatini Gallery 110 ABC is comprised of three independent galleries.
    Occupancy: 125
  3. Library Rotunda 100 may be available for special events on Saturdays after the library
    closes at 6:00 pm.
    Occupancy: 250
  4. Millennium Café 108 is available for early morning or evening catered meetings from
    7:00 a.m. – 9:00 a.m., or after 5:30 p.m. weekdays.
    Occupancy: 80
  5. Lingo Story Room 121 is located on the main floor in Youth Services department. Occupancy: 39
  6. Topeka Room 204 is located on the second floor directly adjacent to the rotunda. It is accessible by the rotunda stairway or by the first floor elevator.
    Occupancy: 24

Booking a Meeting Room

  • For information about the rooms and details related to their use, please contact the event coordinator at 785-580-4495 during business hours: 8:00 am-5:00 pm, Monday through Friday. Voice mail messages may be left for the event coordinator who will return calls as soon as possible. All room or event requests will be reviewed to determine eligibility.
  • Meeting rooms are booked on a first-reserved, first-served basis.
  • Meeting rooms are assigned by the event coordinator based on availability and the size of the group.
  • To reserve a meeting room in the library, a Meeting Room Request Form must be completed. It can be conveniently completed online. You will have to log-in, or if you are a new user, create an account, to make a reservation with our Events Resources staff. Start a reservation process now or copy and paste the following URL — where you will find the links to these pages on the right — into your Internet browser and bookmark it for later.
  • Meeting room requests should be made at least two (2) weeks in advance.
  • After receiving the request, the event coordinator will contact the applicant to discuss the event and add furniture and equipment if required.
  • The event coordinator will process the room request and provide a written confirmation for the room reservation to the applicant.
  • A signed copy of a confirmation form sent to the event coordinator guarantees the room reservation.
  • Special events before or after regular library hours should be booked eight (8) weeks in advance. A shorter notice must be authorized by the executive director.

Long Term Reservations

  • Groups may request consecutive meetings for six (6) months; however, the library will not guarantee the same location for each time.
  • Reservations for a range of six months in advance can be requested by submitting a completed meeting room request form.

Cancellations

  • Cancellations should be made at least 24 hours in advance or as soon as possible by calling the events coordinator at 785-580-4495.
  • The 24-hour notice is waived for weather-related cancellations.
  • The event is not canceled until the event coordinator issues a notice of cancellation.
  • A for-profit room cancellation with less than 24-hours notice will result in forfeiture of the deposit, unless the cancellation was initiated by the library. A non-profit room cancellation with less than 24-hours notice will result in a setup fee charge.

Room Set-up [ Set-up Options ]

The event coordinator will assist with a room setup to accommodate meeting needs. Special room setups are limited to designated rooms.

Building Logistics

The building map will provide information on the location of fire exits, restrooms, elevators, drinking fountains, book store/gift shop, Sabatini Gallery, and the Millennium Café.

Food Service and Catering

Full catering services are available through the Millennium Café. No other vendors or private individuals are permitted to bring food or drink into the library. All catering arrangements must be made through the Millennium Café.

Upon reserving a library meeting room or event space, the event coordinator will refer groups/individuals to the Millennium Café manager 785-580-4441 for catering needs. The Café management will be responsible for outlining all arrangements for catered food services, invoicing and collection of catering fees. The library is not a party to any arrangement or agreement made between user and Millennium Café management. The library assumes no responsibility for catering services.

Cafe Catering Menu

Audiovisual Services and Equipment

Groups and individuals may bring their own computer or other electronic devices for use in meeting rooms. The library accepts no responsibility or liability regarding the use or care of personally supplied equipment. If needed, the library can provide audiovisual equipment and technical support service. Audiovisual equipment is provided for a flat $25.00 fee. A fee will be charged if library staff is required to operate the equipment. (See Audiovisual Equipment listing.)

Other Available Equipment

  • Steinway Grand Piano [$50 fee per use]
  • Portable Stage [for use in Auditorium meeting rooms only]

Safety Considerations

A number of safety issues connected with holding events at the library are listed below.

Exit Doors
Egress routes may not be obstructed in any way and exit signs must remain clearly visible. NO EXCEPTIONS!

Room Capacity
The maximum capacity set by law is posted in each meeting room. Exceeding the maximum capacity of a room is prohibited by law.

Candles, Smoke and Open Flames
Candles, incense or any other smoke or flame producing device are not permitted in the library. Such devices could easily set off the fire alarm system which would cause the evacuation of the building and summon the fire department.

Decorations
Decorations used at events cannot obscure exit signs or doors. Nothing may be taped or affixed to any part of the room. Glitter and confetti is strictly prohibited.

Electrical Cords
Use of extension cords can be problematic and must be approved by the events coordinator prior to their use. All extension cords and cords on any equipment must be taped down by library staff.

Moving Equipment and Furniture
If equipment or furniture needs to be moved, use the phone in the meeting room to call for assistance. Should any equipment or furniture be moved, the group will be held financially responsible for any damage caused.

Alcoholic Beverages

It is the policy of the Library Board of Trustees that alcoholic beverage may not be served in the library during hours that the library is open to the public. Alcoholic beverages are restricted to white wine, beer and champagne and may only be served at events scheduled for Saturdays after 6:00 pm or after the library closes to the public. Any exceptions must be approved, in advance, by the executive director or his/her designee.

At events held after library hours, alcoholic beverages may not be served if there are minors present. This clause may not, however, pertain to any group that includes minors as part of the scheduled entertainment. The Library Board of Trustees or its designee must approve this waiver in advance of the event.

An organization requesting to serve alcohol as a part of an after-hours event is required to secure a temporary permit or license, and submit it to the event coordinator [or library administration] two (2) weeks in advance of the event. Any required permits, special insurance or licenses will be the responsibility of the organization hosting the event. The Millennium Café management can provide servers if needed.

Event Insurance

Groups or organizations requesting the use of alcohol must procure and have in force a comprehensive general liability insurance policy to submit to the library two (2) weeks in advance of the event. The limit for bodily injury and property damage shall not be less than $1,000,000.00 per occurrence. A certificate of insurance naming the Topeka and Shawnee County Public Library and Board of Trustees as additional insured must be submitted to the event coordinator two (2) weeks in advance of the event. Alcohol must be contained within the building, and within the area where the event is taking place. An advance fee will be charged for any special set-up required for serving alcohol.

Large events such as civic or conference receptions may also require event insurance. A determination will be made before confirmation is approved.

Parking

Ample parking is available during regular library hours. Approximately 300 parking spaces are available for after-hour events. Numerous spaces are reserved for disabled visitors. All library parking is well lighted. The library assumes no responsibility for vehicles and/or contents.

Clean Up

At the conclusion of your meeting, put litter in the trash container and report any problems that may remain.

We ask your cooperation at the conclusion of your meeting in the following ways:

  • Leave the meeting room as clean and as orderly as possible.
  • Place all trash in receptacles provided by the library.
  • Report any spills immediately to the event coordinator or manager in charge.
  • Leave all dishes and café service items for the café staff to remove.
  • Remove all personal effects, equipment and decorations.
  • Library staff will remove any equipment provided.
  • Special cleaning requirements or damage caused during use of a room or event space will be charged to the user.

Schedule of Fees: [see Meeting Room Fee Schedule]

The event coordinator can assist you in determining fees for the use of library meeting rooms or space, using equipment, and other requirements for your event.

For each event, a flat $25.00 Equipment User Fee is charged for the use of one (1) piece or any combination of multiple pieces of audiovisual equipment and/or stage setup.

If a technician is required to operate the customer’s or the library’s equipment, there will be an additional $25 per hour charge with a minimum charge of $25.00.

If a technician is required to configure the customer’s audiovisual equipment, there will be an additional $25.00 per hour charge with a minimum charge of $25.00.

A flat $50.00 user fee is charged per use of the Steinway grand piano.

Full refund of the Equipment User Fee and the Room Charge will be given to for-profits if the required 24 hour cancellation notice is given by the customer. Full refund of the Equipment User Fee will be given to non-profits if the required 24 hour cancellation notice is given by the customer.

Audiovisual Equipment Listing


The library reserves first priority for use of any audiovisual equipment at all times; and, in rare instances, may pre-empt the scheduled use of equipment that would be needed instead for library use. Scheduled use of audiovisual equipment is on a first-come, first-served basis. For each event, a flat $25.00 user fee is charged for the use of one (1) piece of audiovisual equipment or any combination of multiple pieces of audiovisual equipment. Full refund of the Equipment User Fee will be given to for-profits and non-profits if the required 24 hour cancellation notice is given by the customer.

James C. Marvin Auditorium (JCM 101A, 101B and 101C)

  • The JCM has a sound system with multiple microphones.
  • Each area can be separately controlled with its own mixer.
  • Adaptive listening devices are available in each room.
  • Each room of the JCM has an 8′ drop down screen available at no charge.
  • The JCM has phones for in house calls.

JCM Room 101C

  • JCM room 101C has a video projector built into the ceiling that has the capability to project from a DVD, VCR or a computer.

Lingo Story Room

  • The Lingo Story Room has a built in screen available at no charge.

Maxine Jeanes Anton Room

  • The Anton Room has a computer, with wireless keyboard and mouse that is connected to a LCD projecter mounted in the ceiling that has the capacity to project DVD, VHS and the Internet with sound onto a 7′ pull down screen. Screen available at no charge.

Langston Hughes Room 205

  • The Hughes Room has a computer with wireless keyboard and mouse that is connected to an LCD projector mounted in the ceiling that has the capacity to project DVD, VHS and the Internet with sound on a 7′ pull down screen. Screen available at no charge.

Menninger Room

  • The Menninger Room has a computer with wireless keyboard and mouse that is connected to an LCD projector mounted in the ceiling that has the capacity to project DVD, VHS and the Internet with sound on a 7′ pull down screen. Screen available at no charge.

Lucille S. Perkins Room 201

  • The Perkins Room has a computer with wireless keyboard and mouse that is connected to an LCD projector mounted in the ceiling that has the capacity to project DVD, VHS and the Internet with sound on a 7′ pull down screen.

Other Equipment

  • 27″ TV w/VCR/DVD
  • Wireless Mouse
  • Lapel Microphone
  • Digital Piano
  • Wireless hand held microphone
  • Conference Phone
  • Overhead projector
  • Portable lectern with microphone
  • Computer with/without Internet
  • Outside telephone access
  • Portable screen
  • White board
  • VCR
  • DVD player
  • 20″ TV
  • Microphone
  • Projector cart
  • Easel for flip chart pad holder (Flip chart pad not provided)
  • Cassette player
  • CD player
  • LCD projector – portable
  • Tabletop lectern
  • Lectern
  • Life-size video conferencing system
  • Stage (varying heights and sizes)
  • Each room has a phone for in house calls. Conference calls or any other telephone needs can be arranged with prior notice.
  • The library does not provide modem connections. The library does not provide long distance calling.

Topeka and Shawnee County Public Library
Customer Conduct Policy

Board Approved 1-19-2006
Board Amendment 2-16-06

The Customer Conduct Policy encourages behavior that supports the library’s mission. Those unable to comply with acceptable behavior may be required to leave. This policy is in force on all library premises including bookmobile locations. The library staff is responsible for enforcing this policy.

Examples of unacceptable behavior or activity include, but are not limited to:

  • Annoying, harassing, or threatening another person
  • Physical, sexual, or verbal abuse of another person
  • Carrying weapons unless authorized by law
  • Intoxication
  • Stealing, rearranging, defacing, or destroying library property
  • Interfering with free passage of others
  • Disorderly, loud, or disruptive behavior
  • Playing audio equipment loudly
  • Soliciting, selling, sleeping, loitering, or campaigning
  • Interfering with others’ use of the library through poor personal hygiene
  • Leaving vulnerable adults unsupervised
  • Bringing recreational vehicles into the library; such as: mopeds, bikes, scooters, etc.
  • Riding recreational vehicles inside the library; such as: skateboards, roller skates, etc.
  • Bringing animals into the library with the exception of service animals
  • Leaving bicycles anywhere other than the bike rack
  • Being in an unauthorized area of the library, or remaining in an area after closing
  • Staying in the building when requested to leave during emergency situations or drills
  • Eating or drinking except in designated areas; capped or bottled drinks are allowed except in areas where prohibited
  • Using tobacco products in the building or library vehicles
  • Engaging in any activities while on library premises that are not related to the proper use of the library
  • Loud and/or disruptive cell phone usage; all pagers and cell phones must be set on vibrate or off
  • Violation of any local, State or Federal law, code, rule or regulation
  • Not following the internet usage policy
  • Not wearing proper attire

The library staff may enforce this policy by:

  • Checking bags
  • Requesting identification
  • Searching or removing unattended items

Unattended Children Policy

Room Set-up Options

MEETING ROOM FEE SCHEDULE
(click image to view a printable PDF)

For Profit or Non Profit Customers:

A flat $25.00 user fee is charged for the use of one (1) piece or any combination of multiple pieces of audiovisual equipment and/or stage setup for each event.

A flat $50.00 user fee is charged per use of the Steinway grand piano.

If a technician is required to operate the customer’s or the library’s equipment, there will be an additional $25 per hour charge with a minimum charge of $25.00. If a technician is required to configure the customer’s audiovisual equipment, there will be an additional $25.00 per hour charge with a minimum charge of $25.00.

Security billed at the current hourly rate. Janitorial billed at current hourly rate.

Full refund of the Equipment User Fee will be given to for-profits and non-profits if the required 24 hour cancellation notice is given by the customer.