Meeting Rooms & Spaces

1. Meeting rooms may only be used for purposes which will not disrupt other services in the library.
2. In general, meeting rooms are for use by groups and may only be reserved for limited individual use under special circumstances.
3. 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.
4. The Rosenberg Library does not accept reservations for weddings or wedding related events.

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.
18. With the exception of library sponsored programs, no posters, flyers, or any other form of advertising may be distributed or posted on library property outside of the reserved meeting room and, if approved, the second floor bulletin board. Non-sponsored meetings taking place at the library shall clearly state in all promotional materials and communications that the “meeting is not sponsored by the Rosenberg Library”.

• 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.

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

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

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 (2) 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.

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.

• 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.

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 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 presented 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 (3) 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 twenty-one (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.