Meeting Rooms

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Patrons must read and accept the entire MPL Meeting Room Policy before requesting a room.

I have read and accept the terms of the library's room reservation policy printed below.

(You must have a current library card number and enter all 14 digits.)
Link to Cancel Room Reservation

Frequently asked questions and MPL’s meeting room policy

Who may use the library’s meeting rooms?
What are the facility use requirements?
When are the facilities available?
May I have access to the library before it opens and after it closes?
How are meetings publicized?

What types of facilities and equipment are available and what are the fees?
How can I request a meeting room?
How can I request the computer classroom?
How can I cancel a reservation?
What if the library is closed due to bad weather or an emergency?

Who sets up rooms and makes furniture arrangements?

Can refreshments be served?
Safety and security
Parking
How can I request a room online?

MPL MEETING ROOMS POLICY STATEMENT
The Manhattan Public Library encourages public use of meeting rooms, creating a place where people may gather to learn and participate in community activities.

Who may use the library’s meeting rooms?
Meeting rooms are available at no charge to individuals and groups engaged in educational, civic, cultural, and charitable activities. All meetings must be free of charge and open to library staff representation.

Meeting rooms may not be used for commercial purposes or fund-raising activities. Individuals or groups may not sell products or services, collect or solicit money for any purpose other than recovering food costs associated with the meeting when applicable.

For-profit groups:

  • May conduct staff training, but cannot charge for training.
  • May not promote, advertise or “educate” the public about their services whether free or fee-based.
  • May not hold conferences or meetings where there is a fee charged for attendance (except for the charges related to the actual cost of food for participants).

Events of a strictly social nature, such as receptions and parties are not permitted.

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What are the facility use requirements?

Meeting room requests may be made either online or by phoning the library during normal business hours M-F, 9-5 at 785-776-4741, x120. Requests are confirmed on a first-come, first-served basis. You must have a library card to request rooms online. Find out how to apply for a library card by clicking here. If you do not have a card, you may still be eligible to reserve the facilities, please call the office for assistance.

Customers must read and accept the MPL Meeting Room Policy before requesting a room.

Library staff may accept or reject requests for meeting rooms under the established policy. In the event that questions arise as to the eligibility of any group or individual requesting the use of meeting rooms, library staff may seek more information from the group or individual. Library staff must confirm all reservations.

Up to three consecutive meetings may be scheduled at one time. Reservations may be made up to 6 months in advance.

Customers agree to supply the library with a person’s name and phone number that can be provided to the public to answer questions regarding meeting content.

Manhattan Public Library activities and services take precedence over scheduling of meeting rooms for other groups. Items related to library sponsored programs and activities may be sold. Fundraising activities for the library by the Manhattan Library Association, the Manhattan Library Foundation or library cosponsored programs is allowed.

Public use of meeting rooms may not interfere with the library’s operation. Library policies regarding patron behavior apply to meeting room use. Children must have adequate adult supervision.

The Manhattan Public Library is not liable for injuries to individuals or for damages to or the loss of personal property of individuals or groups using a meeting room.

Any damage, loss, theft or misuse of library equipment or facilities is the responsibility of the group or individual reserving the room.

Failure to abide by any of these regulations or to cooperate with the staff of the Manhattan Public Library may result in loss of meeting room privileges.

The director or his designee has full authority to decide any procedural exceptions to this policy and to establish the procedures and fees necessary to implement it.

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When are the facilities available?
Meetings and programs must be during the library’s hours of operation and conclude 15 minutes prior to closing time. Library hours are Monday – Thursday, 9 a.m. to 9 p.m. Friday, 9 a.m. to 8 p.m., Saturday, 9 a.m. to 6 p.m. and Sunday, 1 p.m. to 6 p.m.

Meetings (including set up time and tear down time) may not begin before the library opens or extend beyond library closing.

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How are meetings publicized?
Meeting times and organizations are posted within the library for non-library groups.

Public use of the library’s meeting rooms does not imply library approval or endorsement of the group, the meeting or the ideas presented at the meeting. Publicity for a meeting held at the library must not be worded in a manner that would imply library sponsorship or endorsement of a group, the meeting, or the ideas presented at the meeting.

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What types of facilities and equipment are available and what are the fees?
Auditorium- Located on the second floor of the library on the east side of the building. 70 chairs are set up for theater style seating. An additional 25 chairs are arranged around a conference table. 30 extra chairs are available on request for a total of 125 chairs. Total room capacity is 200. There is no charge for equipment use.

  • A sound system with multiple microphones
  • Three adaptive listening devices
  • Built in screen
  • Moveable lectern
  • A moveable dry erase white board
  • Wireless Internet access is available for patrons with a library card or daily guest pass.
  • Electrical outlets are available.
  • A video projector built into the ceiling for use with patron-supplied computer
  • VHS player or DVD player
  • Teleconference equipment (72 hour advance connection test required)

A library staff member will set up library owned equipment and ensure it operates properly. Library staff will also store equipment after use. Library staff will not operate the equipment during programs.

If you request video equipment, please contact the MPL Technology Center Manager at least 72 hours prior to the day of the meeting to verify technology requirements that are out of the ordinary (i.e. non-Windows computers).

Groups may bring their own computer or other electronic devices. The library accepts no responsibility for the use or care of personally supplied equipment.

Manhattan Library Association Friends' Room - Located on the second floor on the west side of the library near the Adult Services desk. Furnished with tables and surrounding chairs. Total room capacity is 10. May be reserved in conjunction with the Groesbeck Meeting Room (capacity 25), if it is available. Wireless Internet access is available for patrons with a library card or daily guest pass. Electrical outlets are available.

The Manhattan Library Association Friends' Room is available for public use when the room is not reserved in advance. Advance reservations are posted each day when the library opens (9 a.m. Monday through Saturday; 1 p.m. Sunday). To use the Manhattan Library Association Friends' Room without a reservation, check in at the Adult Services desk on the second floor of the library.

Groesbeck Meeting Room - Located on the second floor on the west side of the library near the Adult Services desk. Furnished with tables and surrounding chairs. Total room capacity is 25. May be reserved in conjunction with the Manhattan Library Associaion Friends' Room (capacity 10), if it is available.

The Groesbeck Meeting Room is available for public use when the room is not reserved in advance. Advance reservations are posted each day when the library opens (9 a.m. Monday through Saturday; 1 p.m. Sunday). Customers must vacate the room 30 minutes prior to a scheduled meeting. A daily schedule will be posted in the room. To use the Groesbeck Meeting Room without a reservation, check in at the Adult Services desk on the second floor of the library. There is no charge for equipment use.

  • Sound System
  • Assistive listening devices
  • Built in screen
  • Moveable lectern
  • A moveable dry erase white board
  • Wireless Internet access is available for patrons with a library card or daily guest pass.
  • Electrical outlets are available.
  • A video projector built into the ceiling for use with patron-supplied computer
  • Blu Ray DVD player and projector
  • Teleconference equipment (72 hour advance connection test required)

A library staff member will set up the equipment and ensure it operates properly. Library staff will also store equipment after use. Library staff will not operate the equipment during programs.

If you are using video equipment, please contact the MPL Technology Center Manager at least 72 hours prior to the day of the meeting to verify technology requirements that are out of the ordinary (i.e. non-Windows computers).

Groups may bring their own computer or other electronic devices. The library accepts no responsibility for the use or care of personally supplied equipment.

Computer Classroom - Located on the first floor of the library in the Technology Center on the west side of the building. The classroom has 19 computers with seats and a laptop for the instructor. It may be reserved for instructional and training purposes only.

The computer classroom is equipped with:

  • 19 networked computers with high-speed Internet access
  • Built in screen
  • A video projector built into the ceiling
  • Capacity to project from VHS or computer
  • Tabletop lectern
  • A dry erase white board
  • Laser pointer
  • Audio amplifiers, speakers
  • Each computer has MS office suite software including Word, Excel, Access, PowerPoint, Publisher, and Front Page.
  • Each computer has headphones
  • Laptop for instructor

Installation of additional software for specific needs of various customers onto classroom computers is limited and may be unavailable. Due to security and reliability, software will not be installed on any library server. Servers may not be added to the library’s network. Any modification to library computers may only be done by library staff. Groups are responsible for ensuring that any software not provided by the library meets copyright and licensing rules and regulations.

If a library staff member is required to operate or configure equipment in the computer class room there will be a $40 minimum charge with an additional $20 per hour after the first hour. There is no charge for basic trouble shooting.

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How can I request a meeting room?
Customers must read and accept the MPL Meeting Room Policy before requesting a room.

Anyone requesting use of a meeting room must register and receive library approval. Reservations for all meeting rooms are scheduled in order of request.

Reservation requests for meeting rooms may be made in person, online, or by phone. Customers may visit the library Administrative office (2nd floor) or call 785-776-4741, x120, during business hours, Monday through Friday from 9 a.m. to 5 p.m. The web site address is www.eoly.ru. Administrative staff will return voice mail messages during business hours. Twenty-four hours advance notice for room reservations is necessary to confirm a reservation. Requests with less than 24 hours notice may be granted, depending on availability. All room requests that include equipment needs/requests require a 72 hour notice.

Library staff review all requests for meeting room use to determine eligibility. In the event that a question may arise as to the eligibility of any group or individual requesting the use of meeting rooms, the library director will be consulted. Library staff must confirm all reservations.

Contact information collected at the time a reservation is made is kept on file and should be updated as needed by the customer.

If a meeting, program, or class is cancelled, the group’s contact person or coordinator should notify library staff at least 24 hours in advance so that the room can be made available to others. Failure to notify the library of a cancellation may result in the denial of future meeting room privileges and any set up or equipment fees will be charged.


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How can I request the computer classroom?
The computer classroom can be reserved in the same manner as our other meeting rooms unless the customer needs to install software on the computers or have special network connections. Any special technology needs or other class requirements should be discussed with the Technology Center manager at 785-776-4741 x131 to determine if the computer classroom can meet these requirements before making reservations and establishing dates for training. 72 hours advance reservation is required to assure set-up. We cannot guarantee that special technology needs can be fulfilled.

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How can I cancel a reservation?
If a meeting, program, or class is cancelled, the group’s contact person or coordinator should notify library staff at least 24 hours in advance so that the room can be made available to others. Failure to notify the library of a cancellation may result in the denial of future meeting room privileges and any set up or equipment fees will be charged. You can cancel online with your confirmation number by clicking here.

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What if the library is closed due to bad weather or an emergency?
When the library closes because of a facility or weather related emergency, all efforts will be made to notify the contact person of groups scheduled to use a meeting room. During adverse weather conditions, the group should call the library, listen to KMAN at 1350AM, or check KMAN’s web site for closing information.

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Who sets up rooms and makes furniture arrangements?
Set up and special arrangements of chairs and tables are the responsibility of the customer. No special room set up is provided by the library. Nothing may be taped or affixed to any part of the room except for the cork strips. Event coordinators are responsible for protective coverage of library carpet and furniture if craft items such as glue, paint, ink, etc. will be used.

Groups and individuals are responsible for leaving meeting rooms in good order after use including:

  • Returning all tables and chairs to the original setup
  • Placing all trash in receptacles provided by the library
  • Reporting any spills immediately to staff in the Administrative office or Adult Services desk
  • Removal of all personal effects

Special cleaning requirements or damage caused to library property or equipment will be charged to the group or person reserving the room.

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Can refreshments be served?
Light refreshments may be served in the Auditorium, Groesbeck Meeting Room, and Manhattan Library Associaion Friends' Room. Refreshments are not allowed in the Technology Center Classroom.

Kitchen facilities are available in the Auditorium, however, food and drink must be pre-prepared. Preparation appliances (such as coffee makers) are not available. A refrigerator is available in the Auditorium for daily use and must be emptied upon vacating the room.

Kitchen facilities and convenient access to water are not available in the Groesbeck Meeting Room and Manhattan Library Associaion Friends' Room.

All supplies for refreshments must be supplied by room users. Alcoholic beverages may not be served in the library.

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Safety and Security

  • Egress routes may not be obstructed in any way and exit signs must remain clearly visible.
  • Storage is not available. The library is not responsible for items lost or stolen.
  • Groups must adhere to the maximum capacity set by law and posted in each meeting room. Exceeding the maximum capacity is prohibited by law.
  • No flame producing or hazardous devices may be used in the library.
  • The Manhattan Public Library is not liable for injuries to individuals or for damages to or the loss of personal property of individuals or groups using a meeting room.
  • Failure to abide by any of these regulations or to cooperate with the staff of the Manhattan Public Library may result in loss of meeting room privileges.

The Manhattan Public Library is not liable for injuries to individuals or for damages to or the loss of personal property of individuals or groups using a meeting room.

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Parking
Groups with more than 25 attendees should use public parking facilities on nearby streets and lots. Map of nearby parking.

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How can I request a room online?
A room can be reserved from the library’s web site after accepting the meeting room policy and by having a Manhattan Public Library card. Find out how to apply for a library card by clicking here. Please follow the steps below to reserve a room online:

  • Accept the meeting room policy by clicking in the checkbox and clicking on the "Request Reservation" button.
  • Under the selection box on the left side of the screen pick what room you would like to reserve. Your choices are Auditorium, Manhattan Library Associaion Friends' Room, Groesbeck Meeting Room, and Technology Classroom. After selecting the room you would like to reserve click on “Refresh.”
  • The next step is picking the month and day for the reservation on the calendar. When you get to the appropriate month click on the underlined calendar date for the day you wish to reserve.
  • Select the times in which you want to reserve the room by checking the boxes next to the times. Make sure to allow time for setup and teardown. Click on “Continue” when finished.
  • Please take note of the room name and date in the first two boxes and make sure they are correct before moving on.
  • Enter your library card number (all 14 digits). If you do not have a library card number you will need to call 785-776-4741 Ext. 120 and reserve the room through our staff.
    • a.Quick Entry is used after you have reserved the room at least once with your library card. Quick Entry recalls your name, address, phone number and email address so you do not have to type it over again.
  • Fill out the rest of the form. Any box with an * is a required field and must be filled out.
  • Under “OPTIONAL ITEMS” select what items you will need for your meeting or leave them blank if you don’t need them.
  • Click on “Verify Request” when you are finished.
  • Read over your reservation and make sure everything is correct. If it is not correct hit cancel otherwise hit “Submit Request”

The request will be sent to our staff for approval and verification of room availability. Please allow 1-3 business days for staff to examine this request. If library staff have questions, they will call you. A confirmation will be sent to you when your request is approved or disapproved by email or you can call 785-776-4741 Ext. 120 to check on your reservation status.

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I have read and accept the terms of the library's room reservation policy.

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