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What qualifies as a meeting room

Page history last edited by Kim Miller 8 years, 11 months ago

March 26, 2015

 

Question

 

Amanda Johnson (NC)

 

My name is Amanda Johnson and I am the new data coordinator for North Carolina.  I just received a question about one of our data elements that I can’t find the answer to in our documentation and was hoping one of you may be able to help.

 

We ask our libraries to report meeting room use, however, I cannot find documentation that defines a meeting room.  One of our library directors has asked if a study room that can be booked in advance and holds up to 8 people counts as a meeting room.  Are any others collecting meeting room data, and if so, would you be willing to share your definition of a meeting room?

 


 

SDC Comments

 

Susan Mark (WY)

 

That's an interesting question.... we've been collecting it, but never defined it, other than specifying a use had to be an outside group and not a library event. Oops!


 

Katrice Stewart (FL)

 

Florida does not collect specific data on meeting rooms at the state level.  I know a few localities track things such as that but simply refer to their own rooms (which I’m thinking probably won’t help you ).


 

Scott Dermont (IA)

 

We have a similar element in our survey. Your description would meet my vague definition of a meeting room. What I normally don’t count is if a group just takes over a table in the library and holds a meeting there. Our definition reads “Report the annual number of times the library’s meeting rooms are used for non-library sponsored programs or meetings.” This data element seems to be there primarily to “give credit” to libraries, and I don’t really use it for anything. But it can be useful for libraries that are working on space needs assessment that want to get an idea of how much their meeting rooms get used.


 

Jamie McCanless (WI)

 

We don’t collect data about meeting rooms in Wisconsin, but Scott’s mention of space planning reminded me of our space needs publication, which does include some description of meeting space definitions:  http://pld.dpi.wi.gov/sites/default/files/imce/pld/pdf/plspace.pdf#page=23. The connection to your question is a little tenuous, but that’s all that comes to mind right now.


 

Kathy Sheppard (SC)

 

South Carolina does not collect this data either (although we wish we did.)   If we add to our survey we will likely refer to our standards, which state that libraries should provide meeting rooms:

 

  • To reflect the library’s role in the community, a public meeting room is provided for library programming and for use by community groups.

 

That gives us the start of a definition, and this other standard adds some conditions:

 

  • [A meeting room should contain] furnishings and equipment for public and staff meeting needs of patrons of different ages, and following ergonomic recommendations and ADA regulations.

 

To be considered a meeting room, then, a space would meet those conditions and standards.  Not the best definition maybe but is at least something our library community has agreed on.


 

Scott Dermont (IA)

 

Yes, good reminder there Jamie. That is a great document and we refer our libraries to it a lot. I think the definitions there are basically what I keep in mind, but I just don’t have them specified in the survey. I should probably think about doing that.


 

Deb Burton (DE)

 

My personal opinion: I think it is important to set a standard for meeting room versus study room if you’re looking at those stats.  Just off the cuff, I think of study rooms as capable of holding up to 10 people whereas meeting rooms would hold more than 10.

 

Think of Kathy’s example from her state standards:

  • To reflect the library’s role in the community, a public meeting room is provided for library programming and for use by community groups.

 

With that in mind, community groups are seldom smaller than 10.  Perhaps a sq ft figure would be better though?  Very interesting question, however.  I’d like to research what is used in spatial studies to determine needs.

 

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