[Michlib-l] Fee for Meeting Room Technology Assistance
Michele Howard
mhoward at tadl.org
Fri May 23 17:26:10 EDT 2025
Thank you to everyone who replied to my question about meeting room fees
for technology assistance. Below are all the replies I received.
-
We don’t charge, but we recently changed the way we schedule our
technology staff so that we have someone on-hand in the evenings.
Previously the tech staff all worked during the day, but the meeting room
rentals occur mostly in the evenings. We asked groups to set an appointment
with the tech staff ahead of time to get a tutorial on using the a/v, but
that wasn’t really working. We have one full-time Technology Manager and
two assistants, so between the three of them, we are trying to have more
coverage when that help is needed. There’s nothing worse than being alone
at the reference desk in the evening and getting put on the spot trying to
help someone figure out their laptop/projector/PowerPoint, etc.!
-
While I understand your point (we, too, can spend a lot of time helping
in the meeting room), I treat it as a service. We find the groups to be
very appreciative. I’d like to think that parlays into YES votes, but who
knows…
-
We no longer rent out our rooms for many reasons including staff time
and it duplicates another city service. We did charge a technology fee but
one caution is when you charge a fee, expectations also raise up in service
levels.
-
I may be misunderstanding your question and our meeting room does not
have any built-in technology features, but we do not provide that level of
support nor can I conceive of having the staffing to do so. We show them
how to access/boot up/log on to whatever technology we offer and we assist
with troubleshooting if there's an issue and answer questions if they seek
us out while operating it to ask. However, if they're looking for someone
to operate it on their behalf, they need to bring someone or look
elsewhere.
-
We do not charge a fee, but we also do not run virtual/hybrid meetings
for visiting groups. We tell folks using our rooms that we will have a tech
person on hand to help them get their laptop hooked into our system, but
they are responsible for setting up and running their own Zoom meeting.
-
We charge $25 per hour if a staff member needs to be present at a
program for tech help (or any kind of help!). Room rentals are strictly
that so anything extra has a charge associated with it. I have attached our
policy to this email.
-
a. No fee for local non-profit groups
-
b. For-Profit groups and individuals = $75 for up to three (3) hours;
$20 per additional hour
-
c. Use of Patio in addition to Community Room = $25 additional
-
d. BPL staff attendance or Technology assistance = $25.00 per hour
additional
-
e. Use of BPL technology equipment = $25 additional
-
f. If serving food, $100 refundable cleaning deposit required
-
What about including it in your fee rather than having a separate charge?
-
We don’t charge for the rooms at Capital Area District Libraries (any
cardholder in good standing can reserve them) and the only tech help we
offer is helping them connect their device to the A/V cart we offer.
Anything more than that, they’re on their own and we’re up front with
people about that. It doesn’t meet everyone’s needs and we understand that
it might not, but we’re up front that it’s 1) free and 2) not an event
center where that kind of support might be expected and we stand firm on
that.
-
We do for the theater, there is just too much involved, and it is not
all our equipment. We charge $50, flat fee. Not saying that is ideal, but
it does take time away from their other duties.
-
We don't, but we're not maxing out capacity or staff to handle it
either....
On Wed, May 14, 2025 at 10:35 AM Michele Howard <mhoward at tadl.org> wrote:
> Hello!
> TADL is seeing more groups renting our meeting rooms that need Technology
> Assistance to conduct their meetings in person and virtually. This can be
> quite time consuming for staff. Does anyone charge a technology fee for
> this service to help them?
>
> I will summarize responses for the list.
> Thank you!
>
> --
> Michele P. Howard, MILS
> Library Director
> Traverse Area District Library
> 231-932-8527
>
>
--
Michele P. Howard, MILS
Library Director
Traverse Area District Library
231-932-8527
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