[Michlib-l] Fee for Meeting Room Technology Assistance

[Michele Howard]

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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