Meeting Rooms & Spaces

Rosenberg Library Meeting Room Advisory

The Rosenberg Library is dedicated to protecting the health and safety of visitors and staff. On June 29, 2020 we will begin a phased reopening of the Rosenberg Library’s meeting rooms, with the following in effect until further notice:

  • Patrons and staff are required to wear face masks and practice social distancing (minimum of 6 feet) at all times
  • For your convenience, hand sanitizer stations are located throughout the library
  • For your safety, meeting rooms will be limited to 25% of capacity
  • Out-of-county non-profit reservation requests will not be accepted at this time
  • Meeting rooms will be sanitized, which may limit reservation availability
  • No additional tables will be provided
  • The library cannot provide coffee, ice, or other beverages at this time
  • Patrons using meeting rooms are permitted to bring their own food and beverages, as long as the meeting room policies regarding food and drinks are observed (see meeting room policies)
  • Meeting room hours are Monday – Saturday, 9:00 a.m. – 5:30 p.m.
  • Meeting room reservations can be made 24/7 at https://rosenberg-library.org/services/meeting-rooms/

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.

Purpose of Meeting Rooms

  1. Meeting rooms may only be used for purposes which will not disrupt other services in the library.
  2. 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 and, if approved, the second floor bulletin board.
  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.

Rosenberg Library Meeting Room Policies

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.

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. 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.
  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

Meeting Room Use Fees

Meetings taking place during regular Library hours for the following are exempt from deposit or 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 the 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.

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.
  • The 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 canceled less than forty-eight (48) hours prior to the meeting time.
Room Fees – During Library Hours
For-Profit
  • for the Board Room, Harris Gallery, McCullough Room, Media Room, Morgan Room, or Randall Room:
    • $35 per hour
  • 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 other use fees.
    • e.g. Harris Gallery for 2 hours = $250 x 2 = $500 (+other use fees)
    • e.g. Fox Room on a Friday for 3 hours = $250 x 3 = $750 (+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.
  • The 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 canceled 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 pm on the day of the reservation. Saturday reservation cancellation may be made at the Adult Reference Desk no later than 1:00 pm on the day of the reservation.
Room Fees – After Library Hours
For-Profit

Use fee of Fox Room and Wortham Auditorium only:

  • 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 for over 3 hours.

Out of County For-Profit
  • Reservations are $250 per hour, plus applicable after hours and/or other use fees.
    • e.g. Using Fox Room on a Monday for 2 hours = $300 + ($250 x 2) = $800 (+other use fees)
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 pm.

Additional Fees:

  • Other fees may also be incurred, depending on usage.
  • 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.
  • 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 canceled 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.
  • 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.
  • 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

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

Catered, Heated Food, and Alcoholic Beverages Policy

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 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.

I agree to the above. I’m ready to book a meeting room. | I read the above, but I’d like to see the rooms first.