Meeting Rooms

Use of a library meeting room by a group does not constitute library endorsement of that group, their beliefs, their affiliations, or any comments made by any participant at their meeting.

No unlawful, hazardous, or dangerous activities may be conducted in the Library’s meeting rooms, including but not limited to smoking, open flames, and burning incense or candles.

Groups or individuals using the meeting rooms assume full financial responsibility for damage to Library property that occurs in connection with their use of Library facilities.

Commercial uses of meeting rooms are prohibited; this includes solicitations, admission or other charges, money-raising activities, and/or sales.

Meeting rooms may not be used for political rallies or campaigns for specific partisan political issues or candidates. However, forums and study groups are permitted.

Meeting rooms may not be used to provide any kind of direct healthcare services including examinations, hands-on demonstrations, or treatments. However, the sharing of information about healthcare services is permitted.

Meeting rooms may only be used for purposes that will not disrupt other services in the library. Noise levels from meeting rooms must not disturb library patrons or staff.

Groups or individuals may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use.

Organizations are responsible for cleaning up afterwards and must leave the meeting rooms in the same condition in which they were found, including returning all furniture to its original location.

The Library reserves the right to charge fees and/or limit meeting room reservations in cases where the number and/or nature of the reservations require unusual amounts of staff time and/or to allow fair access to meeting facilities by other community groups.

With the exception of library sponsored programs, no posters, flyers or any other form of advertising may be distributed/posted on library property outside of the reserved meeting room. Groups or individuals may not affix or tape any item to any part of a meeting room. Flyers for posting on the Library’s bulletin board can be submitted to the Reference department for approval and posting as space allows.

To provide an opportunity for all groups to use the meeting rooms, a group may use a meeting room up to four (4) times each month.

Reservations can be made up to ninety (90) days in advance of the date needed.

Meeting room reservations must be made at least two business days prior to the date of the meeting. Last minute reservations may be accepted if the room is available, but no A/V or special set up is available for last minute requests.

Meeting rooms are available only on days and during hours the library is scheduled to be open to the public.

Meeting rooms are not accessible prior to the time that the Library opens (9:00 a.m.) and must be completely vacated prior to the Library’s scheduled closing time.

Reservations must be canceled at least twenty-four (24) hours in advance. More than two (2) no shows during any twelve (12) month period, or two (2) consecutive no shows, will result in a loss of Library meeting room privileges.

Misrepresentations regarding non-profit status, purpose of meeting, or other key information will result in cancellation of reservation and loss of future meeting room reservation privileges.

In most circumstances, use of the Rosenberg Library meeting room facilities are free. There are some optional services available for a small fee:

• Sealy Pavilion. $100 for four (4) hours. $40 for an additional four (4) hours. $100 security deposit (refundable).
• $25.00 no-show fee if A/V set up was requested.
• $10.00 per air pot for coffee service (serves up to 12 people).

All rooms come with a standard set of tables and chairs and room configuration, with some rooms having some optional layouts available. You can select your desired room layout when you make the reservation. Some rooms also include a speaker’s podium. Meeting room users may rearrange moveable furniture for their meeting provided they return everything to its original location.

Users can request optional coffee and water service for their meeting. The fee for this service is $10.00 per air pot for coffee, and each pot will serve up to twelve (12) people, and no charge for water. Requests for coffee/water service MUST be made at least two (2) business days in advance.

The Library is able to furnish the following items for use in meetings (in the Library only) by selecting the item(s) during the reservation process. Reservations MUST be made at least two (2) business days in advance to request A/V equipment. Equipment availability will vary according to the meeting room selected.

• Laptop Computer (Wortham Auditorium & Fox room – for use with projector)
• PA System (Wortham Auditorium & Fox Room). Includes wireless microphone and/or wireless lapel microphone
• Projector and screen (Wortham Auditorium & Fox Room)
• TV Monitor with Computer, wireless mouse and keyboard (Randall and McCullough Rooms)
• Conference telephone
• Zoom – setting up meeting and providing equipment to help facilitate meeting

Meeting room users who request A/V set up and do not show up for the meeting without cancelling in advance will be charged a $25.00 no-show fee.

Organizations may serve pre-prepared foods, such as cookies, party trays, box lunches, etc., and beverages during their meetings. Open food and drink containers may not be carried to and from meeting rooms. Beverages or foods that may stain the carpet or furniture, such as red punch, may not be served in the Library. The Library’s kitchen facilities may not be used for preparation of food or beverages by outside organizations or individuals.

Groups or individuals wishing to serve catered/heated food at a meeting or serve alcohol must get permission from the Executive Director prior to the meeting. Groups or individuals using the meeting rooms shall not serve alcoholic beverages to any person under the age of 21 under any circumstance.