Ames Free Library

"Where the Community Connects"

Meeting Room Policies

Queset House is an extension of the library and for the use of the library.

  • When not in use by the library, meeting rooms can be used by other organizations for a fee.
  • Meeting room space is intended for specific events rather than regularly scheduled meetings (e.g., monthly).  However, we welcome inquiries and may accommodate such meetings if space is available with an advance reservation of no more than 30 days.
  • A maximum of 4 reservations can be made per individual/organization per month.
  • Fees are listed below and donations are always welcome.  Room rental fees are paid to the ‘Ames Free Library’ to support the maintenance and programming at Queset House.


Learning Commons Meeting Rooms

Rooms

Theater Seating

Conference Table Seating

Classroom Seating

Flexible theater, conference, or classroom seating:

 

 

 

Presentation Commons, 1st floor

$50/hour

30

16

30

Conference Room, 2nd floor

$50/hour

30

30

30

Digital Media Lab, 2nd floor

$50/hour

--

6-8

--

 

Smaller informal workspace:

 

 

 

Makerspace, 2nd floor

$50/hour

--

6-8

--

 

The Library makes rooms available on equal terms to all persons and groups, regardless of opinion or affiliation.  By making a meeting room available as a forum, the library does not sponsor or endorse the views of any group.

 

Description of Rooms

Presentation Commons - 1st Floor

This formal wood-paneled, former dining room provides an elegant setting for conference or theater-style seating.  It is ideal for presentations and small luncheons or dinners.  banquet table seats 12; row seating accommodates 30 chairs.  Equipped with video projector, screen, and sound equipment, DVD/Blu-ray, data network, and kitchen.

Conference Room - 2nd Floor

Ideal for workshops, classroom-style activities, or theater seating, this room provides a professional and private setting.  Up to eight task tables may be configured as needed.  Equipped with 70” high-definition TV screen, DVD/Blu-ray, and data network.  By special arrangement, presentations may be simulcast to the first floor Presentation Commons.

Second Floor

Rooms on the second floor are designated for specific purposes, some with related computer equipment.  The rooms provide informal workspaces for informational meetings and small group discussions.  All rooms have wireless internet connectivity.  These spaces are normally used on a walk-in first come first served basis if no prior reservation has been made.  Selected rental times may be discussed with library staff for appropriate activities and if other space is not available.

Digital Media Lab - equipped with Apple Mac computers, scanners, VHS to DVD conversion equipment, drawing tablets, and a full suite of software tools including Adobe Creative Cloud for creative graphic, video, and audio activities.

Makerspace - a bright corner room with space for group activities and instructional meetings for crafts such as knitting, quilting, simple robotics, and beading.


Qualifications for Exemptions from Rental Fees

Meetings and events which are sponsored by the Library in support of its mission and goals, or are sponsored by agencies of town and regional government groups are exempt from rental fees.  In general, there is no charge for non-profit civic, cultural, educational, and community group events that are free and open to the public during the regular operating hours of the library.  Non-profit organizations using the space for meetings closed to the general public will be charged 50% of the standard rate during the regular operating hours of the library.

 

After-hours Use

After-hours use by any group for any reason is fee based (see chart above) and needs to be scheduled a minimum of 3 days in advance.

 

Training

Queset House provides a high-tech environment with state of the art multi-use equipment and controls.  Any person using meeting room technology must receive training from the library staff prior to the scheduled meeting or event and must be at least 18 years old.

 

Special Provisions and Guidelines

  • An adult sponsor must accompany groups of high school age and younger children for all room reservations.  There must be at minimum 1 adult sponsor for every 5 minors.
  • Groups are responsible for paying for the replacement or repair of lost, stolen, or damaged equipment, furnishings, and infrastructure of Queset House.
  • The library provides seating and tables, but meeting room set-up is the responsibility of the applicant.  Groups using rooms may arrange the tables and chairs as they choose, providing they do not block marked fire exits and/or scuff the floors.  All rooms used must be returned to their original conditions.
  • Items to be displayed cannot be taped or tacked to the walls or moldings.
  • Light refreshments are permitted, but all trash, utensils, or leftover food must be carried out.  No food is allowed outside of the designated room that has been reserved.  rooms should be left clean.
  • No open flame/candles are allowed.
  • Organizations are responsible for bringing their own supplies and utensils if refreshments are served.
  • Intrusion of any group activities into areas not reserved in advance is not allowed.
  • The Library Board and the Town of Easton or their employees or agents are not liable for any claims arising out of the use of this facility.
  • Liquor License and Fundraising
  • If you are planning an event that will require liquor liability insurance, the reservation process with the town of Easton should be initiated at least 30 days prior to the event.
  • Fundraising events require approval by the Ames Free Library Board of Directors.  In general, only fundraising events sponsored by the library, Friends of the Library or other organizations affiliated with the library are permitted.

 

Publicity

In allowing a group to use a room, the Board and library staff does not imply any endorsement of the group’s beliefs, policy, or program.  No group shall, in any of its publicity, state or suggest that Ames Free Library, the Board, the Board members individually, the Town, or the library staff sponsors or endorses in any way the meeting, the group, or any particular set of ideas.

Advertising materials may include the location address, but not the library’s phone number or email address for information.

 

Parking, Smoking

Groups expecting over 15 attendees should consider carpools.  Parking at the main library parking lot is available only when the library is closed.  Easton’s public parking lot (Mechanic Street off of Sullivan Ave) is a 5 minute walk from Queset House.

The library campus (Queset House, Queset Garden, Main Library) is 100% smoke-free.


Private Social Events

Queset House is available on selected days and evenings for private functions such as birthday parties, family events, or celebrations.  Interested parties should submit a request via our Event Rentals Request Form.


Applying for Meeting Room Use

Register online at amesfreelibrary.org/room-use-request-form.