Community Room Request Please enter as much information below as possible so we can evaluate your request. Review current Community Room Policies and Guidelines to understand any restrictions and responsibilities before requesting the room. Note: submitting this form is not a guarantee that the reservation can be accommodated. Someone from the library will contact you within 5 business days with any questions and a confirmation. Current Community Room Rental Rates During Business Hours: For Profit Organizations and Individuals/Private Events: Community Room only: $25/hour and $50 refundable deposit if food is served. Community Room & Patio: $40/hour and $50 refundable deposit if food is served. Depositions: $50/3 hour block and $50 refundable deposit if food is served. Non-Profits: $0 rental plus $10 non-refundable food fee if food is served. After Business Hours Events: All: $50/hour and $50 refundable deposit if food is served. Cancellation Policy The library must be notified about cancellations no later than 24 hours prior to daytime events, 72 hours for after-hours events. All money is refunded if appropriate notice is given. For events during normal Library business hours: If 24 hour notice is not given, a $10 cancellation fee will be charged or withheld from deposits and the library has the right to re-rent out the room/rooms. For after-hours events: If a 72 hour notice is not given, a $50 cancellation fee will be charged or withheld from deposits and the library has the right to re-rent out the room/rooms. Your E-Mail Address Your Name Organization/Company Name Enter n/a if a private event not associated with an organization or business Type of Organization/Purpose of Meeting Service Group/Non-Profit Governmental Organization Deposition Business Event Library Event Non-Governmental Organization Friends of the Library Private Note: business, private and any other type of for-profit organizations pay hourly rental. All groups pay hourly rental for after hours events. Meeting/Event Purpose Please briefly describe the purpose of the meeting (255 character limit). Phone Number Street Address City State Enter a two letter abbreviation. Zipcode When does the event start? When does the event end? Please indicate if the event repeats: Daily Weekly Monthly Someone from the library will discuss scheduling a reoccurring event when they contact you. How many will attend? Please estimate if a specific number is not known. Do you need half room (23'x28') whole room (47'x28') whole room (47'x28') plus the patio Whole/half room use costs the same if applicable. If you only need half it then allows another group to also reserve space. Will you serve food? No Yes If Yes: Non-profits pay a non-refundable $10 food fee; For profits/private events provide a refundable $50 deposit. Will you serve alcohol? No Yes Note only beer and wine are allowed, no hard liquor. Are you charging any admission fee or selling tickets? No Yes How many chairs are needed? Enter 0 if none. How many tables are needed? Enter 0 for none. Do you need AV or other equipment? Audio Hookup Laptop Hookup Projector Screen Podium Stand Mounted TV Wireless Microphone Wired Microphone PowerPoint Clicker/Laser Pointer Check all that apply: Alcohol Acknowledgement Checking this box indicates I have read and understand the requirements here described regarding serving of alcohol at an event held at the Hastings Public Library. 1) No alcohol can be in the building or served until the Library closes to the public. 2) Private events with no admission fee can serve beer and/or wine with no special license or insurance requirements. The private party/business' insurance covers liability for the event. 3) Private events charging any admission which includes access to beer and/or wine, or directly selling beer and/or wine, must provide HPL proof of an insurance rider for alcohol sales and a copy of a State of Michigan issued liquor license authorizing sale of beer and/or wine. Both documents are needed 1 week prior to the event or alcohol will be prohibited from being served. A Library representative will cover this in more detail when you are contacted about the reservation request. Fee Acknowledgement Checking this box indicates you have reviewed and understand the potential fees associated with your reservation request. All current fees are listed at the top of the form. Specifics will be covered when a Library representative contacts you. Advertising Acknowledgement Checking this box indicates I understand that I may not use Hastings Public Library's logo, website url, or any photographs of the library in any advertising/marketing materials including, but not limited to, print, newspaper, radio, and online. I can mention the library as the location of my event and include the address if needed, but will not give any indication that the library is sponsoring or endorsing my event. I will obtain written permission from an HPL representative to use any of the above-mentioned materials if I feel they are needed. Room Setup Boardroom (square/rectangle) Classroom (tables and chairs facing screen) Author/Discussion (chairs facing screen) Other (please describe in Room Comments) n/a Please indicate how you wish the room setup, if necessary. Room Setup: Please provide additional details on your room setup request. Do you need additional tables for registration or food? Do you want the room in pods? Do you need no chairs or tables at all? I have reviewed, understand and will abide by the Community Room Policy and Guidelines See the link at the top of the form to access current Community Room policies and guidelines. Comments Please enter any general comments or information that may help us as we look at your request. Captcha Submit