Meeting Rooms & Spaces

 

Meeting Rooms & Spaces Information
Board Room
Board Room – available Monday through Saturday from 9 a.m. – 6 p.m.
Seating capacity: 12
The Board Room is a small meeting room adjacent to the Administration offices on the 4th floor. It has a table with recommended seating for 10, but may accommodate up to 14. A large, 65″ screen TV and an Internet accessible computer is available for presentations.
Fox Room
Fox Room – available Monday through Saturday from 9 a.m. – 6 p.m.
Seating capacity: 120
The Fox Room is located on the 4th floor of the historic Rosenberg Wing and has a seating capacity of 120. *Please provide details for setting up the space for your meeting: arrangement and number of tables and chairs.
Harris Gallery
Harris Gallery – available Monday through Saturday from 9 a.m. – 6 p.m.
Seating capacity: 75
The Harris Gallery is an open room within the 4th floor public museum area of the Library having a capacity to seat up to 75 people. Harris Gallery art exhibits change periodically. *Please provide details for setting up the space for your meeting: arrangement and number of tables and chairs.

Call (409) 763 – 8854 ext. 121 if you have questions about this space.

Media Room
Media Room – available Monday through Thursday from 9:30 a.m. – 8:30 p.m.; Friday and Saturday from 9:30 a.m. – 5:30 p.m.
Seating capacity: 20
The Media Room is located on the 3rd floor. Adjacent to the Adult Computer Lab, it provides a relaxed, informal space with comfortable seating for groups to collaborate on computer related projects. Furniture configuration can also provide a classroom setting for instruction or presentation. (Instructors are not provided.) Eight laptop computers are available with Windows 10 operating system and high-speed Internet.
*Please note: food and drinks are not allowed in the Media Room.
McCullough Room
McCullough Room – available Monday through Thursday from 9 a.m. – 9 p.m.; Friday and Saturday from 9 a.m. – 6 p.m.
Seating capacity: 24
The McCullough Room, located on the 2nd floor, is equipped with a large conference table that seats up to 24. A large, 65″ flat screen monitor with an Internet accessible computer is available for presentations.
Morgan Room
Morgan Room – available Monday through Thursday from 9 a.m. – 9 p.m.; Friday and Saturday from 9 a.m. – 6 p.m.
Seating capacity: 8
The Morgan Room is an intimate meeting space located on the 2nd floor of the historic Rosenberg Wing. It has a table with recommended seating for 8 people.
Randall Room
Randall Room – available Monday through Thursday from 9 a.m. – 9 p.m.; Friday and Saturday from 9 a.m. – 6 p.m.
Seating capacity: 16
The Randall Room is located on the 1st floor with tables and chairs that can be arranged to provide comfortable seating for 12 – 16. Wide screen monitor with computer and Internet access available for presentations. Features a side room coffee bar.
Sealy Pavilion
Sealy Pavilion & Mary Moody Northen Plaza
Seating capacity: 50
The Sealy Pavilion has a seating capacity of about 50. The Plaza area can accommodate a much larger gathering. (See Reservation Policy.) Use of the Pavilion and Plaza require submission of a signed contract (please print, fill out, and sign the contract and submit it to the Administration offices).
For specific questions, call the Administration offices at (409) 763 – 8854 ext. 121.
Wortham Auditorium
Wortham Auditorium – available Monday through Thursday from 9 a.m. – 9 p.m.; Friday and Saturday from 9 a.m. – 6 p.m.
Seating capacity: 120
The Wortham Auditorium is located on the 1st floor and has a maximum capacity of 120 chairs. This room meets ADA requirements with a motorized wheel chair lift. It also has a high tech sound system, CD player, iPod docking station, wireless & wired microphones, video projection system with computer connections, motorized projection screen with 159″ viewable picture, and serving counter in the room. *Please provide details for setting up the space for your meeting: arrangement and number of tables and chairs.
Due to construction, the Fox Room can only be reached from the 2nd floor. Please take the marble stairs or the elevator from the east side of the 2nd floor to the 4th floor, where the Fox Room is located.

Map of the 2nd floor with directions to the Fox Room. Due to construction, the Fox Room can only be reached from the 2nd floor. Please take the marble stairs or the elevator from the east side of the 2nd floor to the 4th floor, where the Fox Room is located.

 

ROSENBERG LIBRARY MEETING ROOM POLICIES

 

Rules and Regulations
Please read the following rules and regulations.
In order to proceed to the reservation page, you must agree to these policies by clicking the “I Agree” button at the end.
To change or cancel a reservation, please contact the Administration office at (409) 763 – 8854 ext. 121. On Saturdays, please dial ext. 139. Thank you.

 

Purpose
Meeting rooms are available for public gatherings and meetings. The purpose must meet the objectives and policies of the Rosenberg Library as a lifelong learning and cultural center for the citizens of Galveston.

  1. Meeting rooms may only be used for purposes which will not disrupt other services in the library.
  2. Voter education functions are permitted. Functions promoting a candidate are not permitted.
  3. In general, meeting rooms are for use by groups and may only be reserved for limited individual use under special circumstances.
  4. Reservations for most purely social functions or personal business activities such as meetings with attorneys, birthday parties, family reunions, etc. are permitted, but are subject to for-profit fees.
  5. The Rosenberg Library does not accept reservations for weddings or wedding related events.
Rules
  1. Before receiving permission to use the Library’s meeting facilities, the requesting organization or individual must complete an on-line reservation request to include review and acceptance of the Library’s meeting room policies, the organization’s or individual’s name, purpose, contact information, and for-profit or non-profit status. Misrepresentations regarding non-profit status, purpose of meeting or other key information will result in cancellation of reservation, fees for the use of the room if discovered after the fact, and loss of future meeting room reservation privileges.
  2. Use of the Library’s meeting rooms by any group or individual signifies acceptance of the terms of the Library’s meeting room policies.
  3. Meeting room reservations must be made at least two business days prior to the date of the meeting.
  4. Groups using the Library’s meeting rooms may not use advertising or publicity which implies that their program is sponsored, co-sponsored, or approved by the Library, unless written authorization to do so has been previously given by the Executive Director.
  5. No unlawful, hazardous, or dangerous activities may be conducted in the Library’s meeting rooms.
  6. Organizations may serve cookies and similar finger foods, not requiring the use of the Library’s equipment, without incurring extra charges. Open food and drink containers may not be carried to and from meeting rooms.
  7. Beverages or foods that may stain the carpet or furniture, such as red punch, may not be served in the Library.
  8. The Library’s kitchen facilities may not be used for preparation of food or beverages by outside organizations or individuals.
  9. Groups or individuals may not affix or tape any item to any part of a meeting room.
  10. Groups or individuals may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use, unless the meeting is sponsored by the Rosenberg Library.
  11. Organizations are responsible for cleaning up afterwards and must leave the meeting rooms in the same condition in which they were found.
  12. 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.
  13. No admission fee may be charged for any meeting held at the Library.
  14. Meeting rooms are not accessible prior to the time that the Library opens (9:00 a.m.).
  15. The Library is closed on Sundays and meeting rooms cannot be reserved on this day of the week.
  16. The Library reserves the right to cancel any reservation with prior notice to meet special Library programming and internal operations requirements.
  17. 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.
Fees
Meetings taking place during regular Library hours for the following are exempt from deposit and room use fees:

  • non-profit organizations in Galveston County
  • City of Galveston
  • State of Texas
  • federal government
  • Galveston based musical recitals
  • author book signings

Fees for other in state (Texas) non-profit organizations may be waived based on provision of free services and/or content specifically for the Galveston community. All other meeting room reservation requests are subject to the following for-profit fees, unless the meeting is sponsored by the Rosenberg Library.

For-Profit

During regular Library hours:
Security Deposit: A $500 credit card security deposit is required when the meeting room reservation is approved. 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. Refund of the security deposit will be made within seven (7) business days of the scheduled meeting, provided that there is no damage to Library property or clean-up of the room. A $75 fee will be deducted from the security deposit for no shows or meetings that are cancelled less than forty-eight (48) hours prior to the meeting time.

Use fee for the Board Room, Harris Gallery, McCullough Room, Media Room, Morgan Room, or Randall Room: $35 per hour

Use fee for the Fox Room or Wortham Auditorium

  • Monday – Thursday, $250 for 3 hours
  • Friday – Saturday, $400 for 3 hours
Out of County For-Profit

Reservations are $250 per hour, plus applicable after hour and/or other use fees.

After Library Hours

Please note: Fox Room and Wortham Auditorium only

Security Deposit: A $500 credit card security deposit is required when the meeting room reservation is approved. 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. Refund of the security deposit will be made within seven (7) business days of the scheduled meeting provided that there is no damage to Library property or clean up of the room. A $250 fee will be deducted from the security deposit for meetings that are cancelled less than two business days prior to the meeting time. A fee of $450 will be charged for no shows. In order to avoid the no show fee, cancellations must be made in person in the Library’s business office no later than 1:00 p.m. on the day of the reservation. Saturday reservation cancellation may be made at the Adult Reference Desk no later than 1:00 p.m. on the day of the reservation.

Use fee:

  • Monday – Thursday, $300 for up to 2 hours
  • Friday – Saturday, $600 for up to 3 hours
  • Hourly incremental charges will apply for usage of the facilities over 3 hours

Building Security: An additional fee is required to provide security after regular hours of operation. Use of meeting rooms beyond regular hours of operation is limited to 11:30 p.m.

Other Use Fees:

  1. Other fees may also be incurred, depending on usage.
  2. If preparations for a meeting involve an unusual amount of Library personnel time, the organization will be asked to reimburse the Library for the actual costs incurred. Groups making more than twelve (12) meeting room reservation changes per year may also incur extra charges.
  3. Non-profit organizations will be charged a $25 meeting room fee for no shows during regular hours of operation, plus any other applicable fees such as coffee and/or special services. Non-profit meeting room reservations that are canceled less than twenty-four (24) hours in advance of a scheduled reservation will be charged $15 plus other applicable fees. Reservations must be cancelled at least twenty-four (24) hours in advance. No additional reservations will be approved until the non-cancellation fee has been paid. More than two (2) no shows during any twelve (12) month period will result in a loss of Library meeting room privileges.
  4. The Rosenberg Library provides electronic equipment and set-up services upon request for use in the meeting rooms. Advanced reservation of the desired equipment is required. Requesting equipment and/or set up at the last minute or reserving equipment that is not used during the meeting will accrue a fee of $25.
  5. Coffee may be requested for a fee of $1 per person for small groups of less than twenty-five (25) that meet regularly at the Library. Coffee arrangements must be made and paid for in advance.
Equipment Available Upon Request
The Library is able to furnish the following items for use in meetings (in the Rosenberg Library only) by selecting the item(s) during the reservation process*. Equipment will vary according to the meeting room selected.

  • Conference Telephone
  • Easel and Paper Pad (please note: markers not provided)
  • Handheld Wireless Microphone
  • Laptop Computer
  • PA System
  • Podium
  • Projection Screen
  • Projector
  • TV Monitor with Computer
  • Wireless Lapel Microphone (A)
  • Wireless Lapel Microphone (B)
  • Wireless Mouse & Keyboard
  • Wireless Presenter with Laser Pointer

*Please note: The Rosenberg Library provides electronic equipment and set up services upon request for use in the Library’s meeting rooms. Advanced reservation of the desired equipment is required. Requesting equipment and/or set up at the last minute or reserving equipment that is not used during the meeting will accrue a fee of $25.

Catered, Heated Food, and Alcoholic Beverages
Groups or individuals are expressly prohibited from serving heated or catered food or alcoholic beverages on Library property unless the following conditions are met:

Groups or individuals wishing to serve catered and/or heated food at a meeting must provide written proof to the Library’s business office at least three (3) business days prior to the meeting of an in force residential/homeowner’s and/or commercial liability policy in the amount of $300,000 or more. In lieu of an in force residential/homeowner’s and/or commercial liability policy, a valid special event insurance policy in the amount of $300,000 or more may be provided to the Library’s business office.

Groups or individuals wishing to serve alcoholic beverages on Library property must provide to the Library’s business office at least three business days prior to the meeting written proof of in force residential/homeowner’s and/or commercial liability policy with a liquor liability rider in the amount of $300,000 or more. In lieu of an in force residential/homeowner’s and/or commercial liability policy, a valid special event insurance policy with a liquor liability rider in the amount of $300,000 or more may be presented to the Library’s business office. Groups or individuals using the meeting rooms shall not serve alcoholic beverages to any person under the age of 21 under any circumstances.

Groups or individuals using the meeting rooms are expressly prohibited from selling alcoholic beverages or spirits unless the Rosenberg Library business office is furnished with all applicable permits required for such sales by the City of Galveston and the Texas Alcoholic Beverage Commission, as well as a certificate of insurance showing that liquor liability has been secured for the event. Groups or individuals using the meeting rooms shall not serve alcoholic beverages to any person under the age of twenty-one (21) under any circumstances. Groups or individuals using the meeting rooms shall make arrangements for the issuance of any required licenses or permits at its sole cost and expenses. Any violations of this provision shall result in an automatic forfeiture of the security deposit and any other amounts paid hereunder. The Rosenberg Library expressly reserves the right to end the scheduled event if it is not compliant with this section.

If the entity renting the Library’s meeting rooms is in the business of selling, serving, making, or providing liquor then liability in the amount of $1M must be provided.