Meeting Rooms

The Library provides large and small meeting spaces which include a community room that can be split by a movable wall.

Study Rooms

Giacoletto Study Room 124

Giacoletto

Study Room 124

Room size
length: 12ft width: 8ft area: 96 sq ft

Room description
Study room on the main floor, near the public computers.

Room Capacity
Total Capacity: 5

Jeanine McKenzie Room L002

Jeanine McKenzie

Study Room L002

Room size
length: 9ft width: 8ft area: 72 sq ft

Room description
Study room in the lower level.

Room Capacity
Total Capacity: 5

---

Conference Rooms

Dick & Rita Olson Family Conference Room 126

Dick & Rita Olson Family

Conference Room 126

Room size
length: 12ft width: 13ft area: 156 sq ft

Room description
Conference room on the main floor, near the Youth Services Desk.

Room Capacity
Total Capacity: 9

Green State Credit Union Conference Room L006

Green State Credit Union

Conference Room L006

Room size
length: 9ft width: 14ft area: 126 sq ft

Room description
Conference room in the lower level.

Room Capacity
Total Capacity: 8

---

Community Room(s)

Forrest Kramer Community Room 103.1

Forrest Kramer

Community Room 103.1

Room size
length: 42ft width: 22ft area: 924 sq ft

Room description
The half of the community room on our main floor that overlooks the parking lot.

*A key is required for bookings outside library operating hours. View the "Availability" tab for details.

Included resources
Chairs (40)
Tables (9)
TV

Room Capacity
Total Capacity: 68

Glenn Schminke Community Room 103.2

Glenn Schminke

Community Room 103.2

Room size
length: 42ft width: 22ft area: 924 sq ft

Room description
The half of the community room on our main floor that overlooks 2nd Ave.

*A key is required for bookings outside library operating hours. View the "Availability" tab for details.

Included resources
Chairs (40)
Tables (9)
TV

Room Capacity
Total Capacity: 68

Forrest Glenn Community Room 103.1 & 103.2

Forrest Glenn

Community Rooms 103.1 & 103.2

Room size
length: 42ft width: 44ft area: 1848 sq ft

Room description
The entire Community Room space on our main floor.

*A key is required for bookings outside library operating hours. View the "Availability" tab for details.

Included resources
Chairs (80)
Tables (18)
TV (2)

Room Capacity
Total Capacity: 136

Room Use Guidelines

Community Rooms

1. The library cannot guarantee access to the Community Room outside of a group’s reserved time.
2. Community Room users are responsible for all room arrangement, setup, and cleanup. If setup and cleanup time are needed, it is the user’s responsibility to include setup and cleanup time into their reservation. Cleaning supplies will be made available to users upon request.
3. All tables, chairs, and other library furniture must be returned to the standard layout by the end of the reservation. Standard layout instructions can be found posted in each half of the Community Room near the entry doors.
4. No decorations or other materials may be attached or affixed to the walls, windows, doors, or other surfaces.
5. Refreshments may be served, but the rooms and kitchen are to be left in the condition they were found. Users must bring their own utensils and supplies. Groups must remove leftover food, containers, beverages, and all other personal or group-owned items.
6. Any group that loses or damages library property will be liable for costs incurred in connection with said damage/loss and may lose the privilege of using meeting rooms in the future until said costs are paid.
7. No storage of equipment or records belonging to the group using the meeting room is allowed.

Study and Conference Rooms

1. Study and Conference room users are responsible for all room arrangement, setup, and cleanup. Cleaning supplies will be made available to users upon request.
2. No decorations or other materials may be attached or affixed to the walls, windows, doors, or other surfaces.
3. Refreshments may be served, but the rooms are to be left in the condition they were found. Users must bring their own utensils and supplies. Groups must remove leftover food, containers, beverages, and all other personal or group-owned items.
4. Any group that loses or damages library property will be liable for costs incurred in connection with said damage/loss and may lose the privilege of using meeting rooms in the future until said costs are paid.

Community Room Fees

Eligible Uses

• General Use: Meetings of a civic group, organization, nonprofit, or government entity
• For-Profit: Meetings for businesses and companies. This includes any reservation where an attendance fee is charged, funds are exchanged, goods are sold, or paid services are promoted.

Fee Exceptions

• Sales of services, products, merchandise, materials or items or solicitations for donations authorized pursuant to a library-sponsored program or event, or on behalf of the Friends of the Hiawatha Public Library.
• The sale of items by authors or artists at library sponsored or co-sponsored events.
• Events for which all proceeds are used for HPL programs or for the benefit of the library, provided that the library accepts the donation proceeds.

Payment

Room fees are to be paid in full at the time of reservation. For-Profit reservations will not be confirmed until the fee has been paid in-person at the library front desk. The user must notify the library in writing at least 7 days prior to the reservation date if it becomes necessary to cancel a reservation. The room fee will not be refunded for cancellations within 7 days of the reservation or for non-use of the space.

Use Restrictions

Rooms may not be used for sectarian or religious services.

Rooms may not be used for gatherings meant to commemorate or celebrate. This includes receptions, open houses, reunions, showers, and parties.

Availability

Meetings in the study rooms and conference rooms are available when the library is open.

Meetings in the Community Rooms may be held outside library hours (no bookings are permitted between 12 a.m. and 8 a.m.) If a reservation is made during hours when the library is closed, it is the responsibility of the person booking the room to pick up an after-hours key prior to the meeting. A library card is required to check out an after-hours key. After the meeting, the key may be dropped in the book return slot in the library entryway.

After-hours keys should be checked out no earlier than 48 hours prior to the reservation. If this is not possible, contact library staff.

If the after-hours key is not returned within 3 business days a $25.00 refundable charge will be placed on the library account until the key is returned to the front desk.

Scheduling

Community Rooms

1. Scheduling of Community Rooms will be done on a first-come-first-served basis with library business, City of Hiawatha business, and library sponsored events having first priority. The library reserves the right to reschedule confirmed meeting room reservations or change which half of the community room is reserved for an event in order to accommodate library sponsored programs and events.
2. The Library cannot guarantee consistent weekly or monthly time slots for groups wishing to use the Library as their regular meeting space.
3. Community Room reservations should include scheduled time for any necessary set up, break down, or cleanup.
4. Community Rooms will not be scheduled more than 1 month in advance.
5. Community Room reservations can be made online for meetings lasting up to 4 hours. If a group or entity needs more than 4 hours in the space, they must contact the library via phone at (319) 393-1414 for consideration. All reservations of Community Rooms for times exceeding 4 hours will be approved at the discretion of library staff.
6. No person, group, or entity may make more than 1 Community Room reservation per month. Exceptions may be at the discretion of library management.
   • If Community Room time slots are still available less than 36 hours in the future, persons, groups, or entities that have already used their 1 Community Room reservation for the month may request an exception to use the available time slot.

Study and Conference Rooms

1. Patrons wishing to use a Study or Conference room must reserve a time slot in the room, either online or by checking availability at the front desk.
2. Study and Conference room reservations for individuals or groups are limited to 1 reservation at a time for up to 4 hours. If at the end of a 4 hour booking the room is not reserved by anyone else, staff may allow the user to stay in the room past 4 hours.
3. Study and Conference rooms will not be scheduled more than 1 week in advance.
4. If there are no reservations on the schedule for Study and Conference rooms at any given time, they may be used on a first-come, first-serve basis with staff approval.

Promotion & Advertisement of Community Room Events

1. Public notices and advertising of meetings to be held in the library should refer to the specific meeting space that has been reserved.
2. The group’s advertising and promotional efforts must clearly identify the sponsoring group (including contact information), and must not imply that the library is a sponsor or co-sponsor of its meeting. The library’s logo is not permitted to be used in advertising.
3. To achieve our goal of being open and welcoming to all, only library-approved signage or postings may be used to promote or direct people to events being held in Community Rooms. Typically, this is limited to a listing on the automated Community Room Daily Schedule screen in the library’s entry vestibule. Postings and signage within reserved Community Rooms must not be displayed within view of public spaces (open doors, exterior windows, etc).
4. Users shall not distribute personal or group literature, brochures, or other materials to library patrons outside of the meeting rooms. Users shall not leave printed materials on library property without prior approval of the Library Director or in accordance with library policy.

Equipment

Requests for use of audio or visual equipment and any other equipment owned by the library must be made at the time the venue is scheduled. The library does not guarantee the availability of any equipment.

The library does not guarantee the availability of any equipment, or of staff to troubleshoot equipment problems for groups. If a group would like to test out the room’s AV equipment, please arrange with staff to test out the equipment prior to their reserved time. Groups may be charged for the replacement cost of damaged or missing equipment.

Safety

1. No smoking, candles, matches, or any other use of fire shall be permitted in the meeting rooms.
2. The Library prohibits the use of tobacco and the illicit use of controlled substances in all meeting rooms and on all library property. Alcoholic beverages also prohibited, except in the cases outlined in the library’s Alcohol Use Policy.
3. Users shall not permit persons to exceed room occupancy requirements.
4. The Library Board of Trustees or the City of Hiawatha are not responsible for accidents, injury, or loss of individual property incurred by groups or individuals while using a room.
5. Users shall observe all rules for conduct and policies applicable to library patrons. Users found to be in violation of this policy, the library’s Behavior Policy, or any other library policy during their use of a room may be barred from future room use.

Set Up/Take Down

Tables and chairs are available in all meeting rooms. The group is responsible for setting up, rearranging, and taking down tables and chairs. Meeting rooms must be left clean, in good repair, and in the same condition as found. Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting rooms in the future.

No storage of equipment or records belonging to the group using the meeting room is allowed.

We ask that the tables and chairs be put back into this layout when you are done with the room.

Thank you.

Spare chairs (7) on the Forrest Kramer side should be put back by the window like this.
Extras go on the rack in the storage room.

On the Forrest Kramer side, four tables go in a square with two seats set at each table.
Extra tables and chairs go in the storage rooms.

Spare chairs (4 Orange, 4 Navy) on the Glenn Schminke side should be put back by the window like this.