From
Amy Sprinkles
Title
Proposed Fee Structure for Meeting Room Rental at Libraries
Presenter
Amy Sprinkles, Communications and Libraries Director
Recommended Action
Approved
Analysis
The Grand Prairie Libraries would like to start charging for use of our meeting rooms at Main and Warmack. When surveying our peer libraries, seven out of nine charged for public use of their meeting space. If we do this, we would not want to undercut the Grand Prairie Parks system room rentals in their recreation centers, so have submitted suggested pricing accordingly:
$20 an hour for Main Educate Room (30 capacity), AV included
$25 an hour for Main Inspire Room (100 capacity), AV included
$30 flat fee for Main Kitchenette
$25 an hour for Warmack Meeting Room (72 capacity), AV included
Reasons to charge for meeting space:
1. Creates value for use of the room.
2. We do require meeting room users to be non-profit, the meeting to be open to the public, and no fundraising or fees associated with the meeting. We find we spend considerable time playing detective with inquiring bookers to determine if their events falls within these rules. Many want free space under the guise of non-profit but sell or charge for their event. Setting fees for the space eliminates this, and sends them back to Parks, where such events may be booked.
3. We are getting 4-8 phone calls, emails and walk-ins a day per location, which can take anywhere from 5 minutes to 30+ minutes a person, so it is time to be more formal and tighter in our process and requirements for room use.
4. Puts us in line with the majority of area libraries, who have set precedent to do so.
5. Creates a new revenue stream for libraries to help compensate for the time staff spends to accommodate folks booking space.
Financial Consideration
No cost involved. Would generate a new revenue stream for libraries.