Welcome to Shortgrass Library System

Meeting Room Rental

For meeting room bookings, please contact the Executive Assistant.

The Shortgrass Library System Board of Trustees views its Board Room as a valuable regional community resource.  The Board’s Bylaw 1.5 states that the space may be rented or loaned as meeting space to outside agencies.


Facility

The Board Room is a suitable meeting space for up to 16 people, with facilities for coffee, tea, and water.  Rest rooms are also available.


Procedures and Guidelines

There are 3 categories of potential users of the facility

  • SLS Board and staff
  • SLS member municipalities and member library boards/staff
  • Non-SLS agencies


SLS Board and Staff Use

Use by the Board and staff take precedent over other requests, provided appropriate booking procedures are followed.


Use by SLS Member Municipalities and Member Library Boards/Staff

Use by the above groups will be at no charge during business hours, except for coffee service.

If the facility is requested for non-business hours, then a charge of $50 per half day or evening may be necessary, plus coffee service fees.  Room availability is dependent upon staff availability and CEO approval.


Use by Non-SLS Agencies

Use by the above groups will be at a nominal charge of $50 per half day during business hours.  Coffee service will be available at an additional fee.

If the facility is requested for non-business hours, then a charge of $75 per half day or evening may be necessary, plus coffee service fees.  Room availability is dependent upon staff availability and CEO approval.


Bookings

  • All bookings must be made through the Executive Assistant.
  • All users, other than SLS Board and staff, must complete the facility usage/rental agreement prior to use.
  • Signers of rental agreement must be 18 years old or older.
  • Facility will not be available on statutory holidays.
  • No alcohol usage is permitted.
  • Hours of use are at the discretion of the CEO.
  • Cancellations of evenings and weekend bookings must be made at least two full business days in advance of the booking date. SLS reserves the right to apply full charges to renters who provide less notice.


Responsibility

  • The user/renter is responsible for the due care of the facilities and contents.
  • All young adults and children must be under supervision.
  • If the user/renter will be advertising the event, then the following statement must be part of the advertisement.
  • Use of the SLS Board Room by a community group does not imply SLS endorsement of the aims and objectives of the group.
  • The user/renter shall be financially responsible to the Board for all loss or damage to the facilities by any person(s) admitted to the facility by the user/renter.
  • The SLS supervising employee shall have the authorization to request that the renter vacate the premises due to inappropriate conduct or overstaying of time.
  • The SLS CEO’s decisions shall be final in all matters pertaining to the interpretations of these procedures and guidelines.


Additional Fees

Coffee or Tea at $5 per pot.