State Library of Iowa Meeting Room Use Policies

These policies apply to the State Library Meeting rooms.  There are two rooms available: the first floor conference room (Johnson Brigham room, Room 157) and the third floor large meeting room (Room 310).

1. The primary purpose of the State Library meeting rooms is the facilitation of library-related activities and activities of other building occupants. When the rooms are not being used for these purposes, the rooms will be available to other users on a first come, first served basis. The ICN-equipped meeting room is available for work-related purposes to any state government or library-related organization, as well as to any authorized ICN user. (See Iowa Code Section 8D.2, subsections 4 and 5 for the definition of authorized ICN users.) The first floor conference room is available for work-related purposes to any state government or library-related organization. Availability of the rooms will be determined by State Library staff. The State Library reserves the right to cancel reservations when circumstances warrant; cancellations will not be made without prior notification.
2. The meeting rooms will be available during library hours: Monday through Friday, 8:00 am until 4:30 pm. Special requests for meetings outside these hours will be considered on an individual basis. State Library staff must be present in the building during any after-hours use of the meeting rooms.
3. Requests for the use of a meeting room must be submitted to the State Library scheduler by filling out the online reservation request form. Requests for use of the ICN system in Room 310 must be submitted to VOSS. If cancellations of ICN meetings are necessary, the request to cancel must be submitted to VOSS within 48 hours (two working days) of the meeting
   
4. Meeting rooms may be reserved up to six months in advance. The meeting rooms are intended for one-time events or for brief series of meetings. Users may request a maximum of three separate events at any one time, and a maximum of five consecutive days in any one month. The meeting rooms are not intended for long-term training classes or semester-long classes.
5. Users who need training or assistance in the use of the ICN equipment must schedule a training session or request assistance at least two working days in advance of the meeting. Special arrangements may be made for use (in the meeting room only) of the State Library's various audio/visual equipment by requesting the equipment through the online reservation request form
   
6. The user is financially responsible for all ICN telecommunication charges incurred for the use of the ICN room.
7. The user may move and rearrange the tables and chairs but furniture must be returned to the original position.
   
8. The user is responsible for leaving the meeting room in good order, and is financially responsible for any damage to or loss of library property.
9. The user is responsible for insuring that the scheduled meeting or activity does not disturb State Library customers or other building occupants, interfere with work-related activities of staff, or interfere with the continuing conduct of state agency business.
10. Food and non-alcoholic beverages are allowed in the meeting rooms. All refreshments (including coffee and condiments) are to be provided by the user. Users are responsible for discarding their own trash. Clean-up is the responsibility of the user.
11. Failure to leave the room in good order, misconduct or creating a disturbance, or loss of or damage to property are grounds to refuse the user in the future and may result in the immediate termination of the meeting or event.
12. Smoking is not permitted. The building is smoke free. Users must comply with posted fire regulations.
13. Users of the meeting rooms must comply with the Americans With Disabilities Act and are responsible for providing qualified interpreters or auxiliary aids if requested. The cost of reasonable accommodation is assumed by the user.
14. Use or transmission of copyrighted material, without prior approval of the copyright holder, is strictly prohibited. Appropriate use of copyrighted material is the responsibility of the user.
15. Visitor parking is available in designated areas around the Capitol Complex. Complaints or accident reports are to be filed with Capitol Security (281-5608.)
16. The State Library is not responsible for any unscheduled interruption of a meeting or an ICN session, or the cancellation of an ICN session by the ICN or a host site.
17. The State Library is not responsible for accidents, injury, theft, or damage of personal items occurring in connection with use of the meeting rooms.
18. Permission to use the State Library meeting rooms does not imply endorsement of, or agreement with, the purpose(s) or the expression of any individual or organization by the Iowa Commission of Libraries, the State Library, or its staff.
19. Any user who fails to abide by these policies may be denied future use of the meeting rooms.

Adopted by Iowa Commission of Libraries
July 2, 2001
Iowa Code sections 256.52 (3) Chapter 4, 286