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Libraries Meeting Room Guidelines


  • Application must be approved by Library Director. Submitting an application does not guarantee availability or approval. Publicity should not be distributed prior to application approval. Preference in scheduling will be given to Library programs. In the case of an emergency or an unanticipated library need, the library reserves the right to cancel meeting room use or to provide a substitute room if available.
  • The person signing this form and/or the check in form are accepting responsibility for the room, this person must leave a library card or ID with library staff for the duration of the meeting, must be present to open room, present during the meeting, guarantee the room is returned to its original state and notify the administrative or reference staff for checkout prior to departure. Once Library staff has verified the state of the room and equipment, the responsible party’s library card or ID will be returned. Users who don’t return the meeting room or kitchen to its original state will be subject to a room penalty fee.
  • Rooms will not be available before the scheduled time unless prior arrangements have been made. Rooms will not be available for setup before 8:30 am M-F, 10 am Saturday or 1:00 pm Sunday.
  • Meeting must end no later than 15 minutes prior to the close of the library to allow time for furniture to be returned to original arrangement and room to be vacated by closing. Failure to comply may jeopardize future meeting room use privileges.
  • Equipment requests should be submitted with application. Equipment requested less than 24 hours in advance may not be available and, if available, will incur an additional scheduling/set up fee which must be paid prior to room use.
  • Payment of equipment fees is required 24 hours prior to room use. Failure to pay fees associated with equipment or penalties will jeopardize future meeting room use privileges.
  • Parking is not allowed in staff areas. Electrical plug-in outlets are limited to staff use only.
  • Cost of any damage(s) to the room or equipment shall be born by the individual in charge of user group.
  • The Library cannot provide storage of materials for programs.
  • Materials may not be affixed or fastened to the walls / doors other than in designated areas (cork strips along walls).
  • A group or organization using the Auditorium or Conference Room may not collect admission fees or charge participants attending the meeting / session.
  • It is your responsibility to limit the size of your meeting to the approved fire code maximum occupation limit. If your meeting goes over the approved limit, people must leave or the meeting will be terminated.
  • Room setup/cleanup is the sole responsibility of the user group or person responsible for the meeting.