Meeting and Event Spaces -Draft

Collaboration Room

Collaboration Room

(Capacity 8) Small group meetings, collaboration, study sessions, or casual gathering space. This room has seating areas, additional lounge seating, tables for working, and a flat-screen TV for presentations or shared viewing. Dry erase whiteboard and markers. HDMI cord and TV remote are available upon request at the check-in desk. The Kitchenette is attached to this room and is available upon request. This space is located in the BMPL Arts & Innovation HUB building.

Event Room

Event Room

(Capacity 200) Versatile room for large gatherings, presentations, classes, workshops, meetings, and community events. This space has flexible table and chair arrangements (bar height tables available), a giant projector screen, sound system, podium, wireless and wired microphone. Attached kitchenette is available to use upon request. To reserve this space, contact the library director at 812-934-4706 or email director@ebatesville.com. This space is located in the BMPL Arts & Innovation HUB building.

Create Studio

(Capacity 10) Professional recording equipment, microphones, headphones, studio monitors, an iMac with audio and video production software, and a mixer for creating and editing high-quality content. Additional items include: Electronic keyboard, light box for professional looking product photos, and camera. This space is located in the BMPL Arts & Innovation HUB building.

Meeting Room One

Room 1

(Capacity 2) A small comfortable space for one-on-one meetings, interviews, or focused work. Features a small table, two chairs, and a dry erase whiteboard with supplies. This space is located in the BMPL Arts & Innovation HUB building.

Meeting Room 2 and 3

Room 2 OR 3

(Capacity 4) Small group meetings, collaboration, study sessions, or casual gathering space. Features a flat-screen TV, dry erase whiteboard and markers. HDMI cord and TV remote are available upon request at the check-in desk. Has large picture windows that can be covered for privacy. This space is located in the BMPL Arts & Innovation HUB building.

Meeting Room Four

Room 4

(Capacity 6) Group meetings, collaboration, study sessions, or casual gathering space. Features a flat-screen TV, dry erase whiteboard and markers. HDMI cord and TV remote are available upon request at the check-in desk. Has large picture windows that can be covered for privacy. This space is located in the BMPL Arts & Innovation HUB building.

Meeting Room A

Meeting Room A

(Capacity 40) Features flexible tables and chairs, a retractable projector screen, and access to a galley kitchen upon request. This room is separated by a partition wall. One rolling media cart is used for sound, screen projection and HDMI cables; available for both Meeting Room A OR B. Patrons can book BOTH Meeting Room A & B when needing to accommodate a large event (Meeting Room A & B capacity 100). This space is located in the Main Library building.

Meeting Room B

Meeting Room B

(Capacity 40) Features flexible tables and chairs and retractable projector screen. This room is separated by a partition wall. One rolling media cart is used for sound, screen projection and HDMI cables; available for both Meeting Room A OR B. Patrons can book BOTH Meeting Room A & B when needing to accommodate a large event (Meeting Room A & B capacity 100). This space is located in the Main Library building.

Meeting Room B

Meeting Rooms A&B (joined)

(Capacity 100) Features flexible tables and chairs and retractable projector screen. This space is one large room with the partition wall collapsed with access to the galley kitchen. One rolling media cart is used for sound, screen projection and HDMI cables. This space is located in the Main Library building.

Meeting Rooms C or D

Meeting Rooms C OR D

(Capacity 5) Features a table and 4 office chairs, flat screen TV with remote, HDMI cable, and power outlets. These rooms are nestled within our Mary Stewart quiet room. Please note these rooms are not sound proof. This space is located in the Main Library building.

Study Room

Study Room

(Capacity 3) Features a table, 2 office chairs and power outlets. Has a large picture window that can be covered for privacy. This space is located in the Main Library building.

Kitchenette

Kitchenette

This kitchenette is attached to the Event Room and Collaboration Room. You can NOT reserve it independently of these rooms. It is only an added bonus should you need a kitchen space when using either space. Features a stove, oven, microwave, sink and refrigerator. It is available to use upon booking the Event Room OR Collaboration Room. When booking the Collaboration Room PLEASE add a NOTE under the booking section “Purpose of room & Notes”. This space is located in the Arts & Innovation HUB building.

Galley Kitchen

Galley Kitchen

This galley kitchen is attached to Meeting Room A ONLY. You can NOT reserve it independently of the Meeting Rooms. It is only an added bonus should you need a kitchen space when using Meeting A or Meeting Room A & B together. Features a stove, oven, microwave, sink and refrigerator. It is available to use upon booking Meeting Room A OR when booking Meeting Rooms A & B together. This space is located in the Main Library building.

Annex building

BMPL Annex

(Capacity 25) A separate building with one large open room. Accessible via a concrete pathway with both ramp and stair entrances. A gravel parking lot is available across the street for convenient parking. Currently Unavailable: This space is temporarily unavailable while enhancements are being made to better serve our patrons. Check back for updates on when reservations will reopen.

Pergola Event Lawn

Outdoor Pergola and Event Lawn

(Capacity 200) Outdoor space for large gatherings, community events, meetings, celebrations, and programs. The covered pergola has seating, while the lawn offers space for flexible event setup. Accessible indoor bathrooms are available upon request. Electricity is available. To reserve this space, contact the library director at 812-934-4706 or email director@ebatesville.com.

Reading Garden

BMPL Reading Garden

(Capacity 100) Outdoor space for large gatherings, community events, meetings, celebrations, and programs. Electricity is available along with walkway lighting. To reserve this space, contact the library director at 812-934-4706 or email director@ebatesville.com. This space is located across the street from the Main Library building next to our parking lot.

How to book a Meeting or Event Space

Patrons and nonprofit organizations may reserve our meeting spaces at no charge. If you are a patron or group charging for your services while using a library meeting space, a room maintenance fee will apply; please see the pricing table below.

You can reserve a space two ways:

  1. Reserve/Register online here.   First time users will need to create an account and then book your date and time. Returning users will need to login to book your date and time. If you need equipment or have special requests, please include those details in the Purpose of Room & Additional Notes box.
  2. Reserve by phone by calling 812-934-4706.

To reserve the Event Room, Event Lawn, Pergola, or Reading Garden, please email your request to director@ebatesville.com.

Room/Event Space Maintenance Fee (if applicable)
Collaboration Room (Arts and Innovation HUB) $25/reservation
Event Room (Arts and Innovation HUB) $200/reservation
Room 1, 2, 3 OR 4 (Arts and Innovation HUB) $15/reservation
Meeting Room A OR B (Main Library) $50/reservation
Meeting Room A and B (Main Library) $100/reservation
Meeting Room C OR D (Main Library) $15/reservation
Study Room (Main Library) $15/reservation
BMPL Reading Garden (Outside) $50/reservation
Outdoor Pergola and Event Lawn (Outside) $200/reservation
BMPL Annex (Separate Building) $50/reservation

Important Policy Information

  • Meeting Rooms C, D, Study Room; Rooms #1, #2, #3, #4, and Collaboration Room may only be reserved for 4 hours maximum per day.
  • Meeting Rooms can only be scheduled 12 times per month per user.
  • Please check in for your room reservation at the front desk of each building.
  • IMPORTANT: If you do not check in for your room reservation within 15 minutes of the start time for the reservation, the reservation will be canceled and the room will be able to be reserved by someone else.
  • Call the library by phone at 812-934-4706 if your scheduled room is no longer needed. If you fail to cancel your booking 3 times consecutively, you will NOT be able to schedule a Meeting Room for 3 months.

Meeting Room Policy

Fees and Charges

Fees are due the day of the room reservation and apply to all businesses, for-profit groups, or non-profit groups charging admission using any library space to conduct profitable business which consists of charging for services.

Rooms 1, 2, 3, 4, (Arts and Innovation HUB) C, D or Study Room (Main Library) is $15 per reservation.

Rooms A or B (Main Library) is $50 per reservation.

Room A and B together (Main Library)is $100 per reservation.

Collaboration Room (Arts and Innovation HUB) is $25 per reservation.

Event Room (Arts and Innovation HUB) is $200 per reservation.

Event Lawn and Pergola (Outdoor Space) is $200 per reservation.

BMPL Reading Garden (Outdoor Space) is $50 per reservation.

Room fees encompass services and standard cleaning. If supplementary cleaning or services are required, the reservation may be subject to additional fees at the discretion of the director. No buying or selling is permitted without prior approval from the Library Director. Membership dues and/or registration fees covering the cost of materials or speakers are acceptable. Library staff will not be responsible for the collection of such fees.

Revised by the Board of Trustees on April 22, 2026

Procedures for Scheduling a Meeting Room

To schedule a meeting room, call us at 812-934-4706 or visit our website https://ebatesville.com/meeting-event-spaces/ to schedule a meeting room. To schedule use of the following spaces: Event Room, Event Lawn, Reading Garden, or Pergola you must call the library at 812-934-4706, or email the director at director@ebatesville.com.

Meeting rooms C, D, Study Room; Rooms #1, #2, #3, #4, and Collaboration Room may only be reserved for 4 hours maximum per day. If the meeting space is available once your time is up, and you still need to have space, you may check with the front desk on further availability. Meeting rooms can only be scheduled 12 times per month. If your reservations exceed 12 times per month, you will be subject to a fee per the discretion of the Director.

The Library requires that you check in for your room reservation. You can check in and pay any applicable fees at the front desk upon arrival on the day of your reservation. If you do not check in for your room reservation within 15 minutes of the start time for the reservation, the reservation will be canceled and the room will be able to be reserved by someone else.

The Library must be notified by phone (812-934-4706) if a scheduled meeting is canceled and the room is no longer needed. If you fail to cancel a meeting 3 times consecutively, you will not be able to schedule a meeting room for 3 months.

An orientation of the space and services for meeting rooms A or B, Annex, Event Room, or Event Lawn may be requested for first time users.

Revised by the Board of Trustees on April 22, 2026

Conditions of Use

1. Meeting Room use will be scheduled with the following priorities:

(1) Library-sponsored programs, meetings, events, etc. (2) School-sponsored programs, community-sponsored events, and other meetings of a formal educational nature, as determined by the Library Director. (3) Non-profit organizations, groups, and individuals’ meetings and programs. (4) Business and other for-profit groups and individuals.

2. Meeting rooms will not be scheduled more than 90 days in advance.

3. Meeting rooms in the library building are only available during the hours that the library is open to the public. Persons using the meeting rooms will not be able to enter the building until 9:00a.m. Monday through Friday, 10:00 a.m. on Saturday so meeting times should be planned accordingly. Exceptions to this rule must be approved by the library director.

4. All meeting room occupants must vacate the library and Arts & Innovation Hub 15 minutes before the Library’s closing time. All reserved spaces must be returned to their original order.

5. Meeting rooms in the library building will not be available to the public on any day that the library is closed. Exceptions to this rule must be approved by the library director.

6. The Event Room and Event Lawn may be scheduled together for larger or indoor/outdoor events with the approval of the Director.

7. When reservations are made for the Event Room and/or the Event Lawn & Pergola, a permit for use and indemnifying agreement must be completed. These forms can be obtained from the library.

8. The Library Annex at 108 N Elm St may be available during other hours if the group or individual is approved for borrowing a key. This key must be returned to the library immediately upon completion of the meeting. If the library is closed, the key may be put in the Returns slot on the side of the library building.

9. The Reading Garden may be available during other hours if approved by the Director.

10. Each group is responsible for damages to facilities and equipment, as well as for the provision of clean-up. If using the Reading Garden, trash must be removed.

11. Smoking, vaping, or using tobacco products is not permitted anywhere on the library grounds, including inside and outside all library buildings.

12. Alcoholic beverages may not be served or consumed by non-library groups or individuals using the meeting rooms, the Annex or the Reading Garden. Food and non-alcoholic beverages are allowed in meeting rooms and the Annex during scheduled meetings. Prior approval for alcoholic beverages may be obtained from the Director.

13. Children under the age of 7 must be directly supervised by an adult or an individual age 14 or older in the library, Arts & Innovation Hub, Annex and Reading Garden. Children 7 to 10 in age must be accompanied by someone age 14 or older in the library, Arts & Innovation Hub, Annex and Reading Garden. Adults attending meetings must not leave children unsupervised in the library or the library grounds.

14. Groups and/or individuals using the meeting rooms or Annex are expected to arrange the chairs and tables to suit their own purpose. Be sure to schedule your room reservation to allow time prior to the start of your event to arrange the room as needed. Following the event, and before vacating the building, the room needs to be left in the condition they were prior to the event.

15. The library’s sound equipment, projection equipment, pads and easels, podiums, television and video/DVD players may be used only when arrangements are made in advance. Equipment is available on a first-come, first-served basis. Equipment is NOT available for the Reading Garden. You must supply your own equipment for use in the Reading Garden. Revised by the Board of Trustees on April 22, 2026

16. Items are not to be removed from or put onto the floors, walls or other parts of the meeting rooms or Annex without permission of the Library Director.

17. Use of the meeting rooms, Arts & Innovation Hub, Annex, or Reading Garden does not constitute library endorsement of the viewpoints expressed by participants in the meeting or program. When advertising your event, you need to state that this is not a library-sponsored event and the library does not endorse the viewpoints expressed in the program.

18. All non-library sponsored meetings may be monitored by library staff to ensure compliance with these conditions.

Open Hours: Monday through Thursday … 9:00 a.m. – 8:00 p.m. Friday … 9:00 a.m. – 5:00 p.m. Saturday … 10:00 a.m. – 3:00 p.m. The library may be closed on holidays, library staff training days, and/or in the case of inclement weather. It is your responsibility to contact the library about closings and to notify your participants.

Revised by the Board of Trustees on April 22, 2026