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 Rooms as a valuable regional community resource.  The boardrooms will be made available to member library boards, member councils, and regional community organizations.


Facility

The small boardroom is a suitable meeting space for up to 16 people, with facilities for coffee, tea, and water. The large boardroom is a suitable meeting space for up to 40 people, with facilities for coffee, tea, and water. Rest rooms are also available. Bookings of either boardroom includes use of the projector, screen, laptop, and speakers and use of the public Wifi as well as wired Ethernet connection.


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 Shortgrass business hours, except for coffee service. 

No room bookings will be accepted outside regular Shortgrass business hours.


Use by Non-SLS Agencies

Use by the above groups will be at a charge of $60 per half day for the small board room and $80 for the large boardroom during Shortgrass business hours. Coffee services will be available at an additional fee.

No room bookings will be accepted outside regular Shortgrass business hours. 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.

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.