Meeting Rooms

Policies

• Community meeting rooms are not intended to be used for regular, consecutive meetings by clubs or organizations since such use prohibits general availability to the public.
• Non-Business groups may place four bookings per month for a maximum of 32 hours.
• Businesses may hold up to eight bookings per month for a maximum of 64 hours.
• Cancellations must be made at least two days in advance of the booking. Cancellations made after the two day window will be charged the base fee for the room.
• Each paid booking must be made in two-hour increments with a minimum of two hours.
• Non-Business groups with established partnerships with the Library may be considered for fee or policy waiver. Please contact branch manager for more information.

FAQ

1. Can I get into the room early to set up?
   A: Please schedule the room to include set-up and tear down time. Groups will only be permitted to use the room for the time slot it has been scheduled.
2. Is parking included in my Central Library meeting room reservation?
   A: No, but one hour of free parking is available at The Central Library parking garage with ticket validation for all library visitors. More info »
3. Can I bring food and drink into the meeting room?
   A: Yes, however, colored beverages (which may stain the carpet if spilled) are not allowed; if food is spilled, please contact a Library employee.
4. How do I pay for my meeting room?
   A: Credit card payments can be made on this site when you reserve the room. We do accept offline payments, but these must be made prior to your meeting.
5. Can we hang up promotional tools or study pages?
   A: Groups may not post any items to the wall using tape, tacks, or any other method that damages the wall by leaving a puncture, stain, or adhesive residue. Groups will be held liable for any damage caused from ignoring these rules.
6. What kinds of events are prohibited in Meeting Rooms?
   A: Library Meeting Rooms may not be used for social activities such as baby showers, bridal showers, birthday parties, or similar events. Meeting rooms may not be used for church services, musical instrument practice, casting calls or auditions. These types of activities may, however, be held in event spaces.
7. Is it OK to exceed the maximum capacity listed for the room?
   A: Each room has a max limit (see chart above) due to fire code restrictions and potential wear and tear on the room. The Library will not, under any circumstances, book a room for more people than is specified as that room’s maximum capacity.
8. My group has dues; can we use a meeting room to meet for payment?
   A: Groups may not conduct financial transactions of any kind on Library property.
9. Can a Library employee help me with set up or clean up in the room?
   A: Library employees will not be available to assist with meeting room set up or clean up; groups assume full responsibility for arranging their own rooms and leaving them in good order.
10. Since my group is meeting at the Library, can we identify KCPL as a co-sponsor of our event?
    A: The Library may not be identified as a co-sponsor of a meeting without the prior approval of the Library.
11. I need a room today; can I do that?
    A: Groups may reserve meeting rooms on this site same day if they are available.
12. How do I cancel a room reservation?
    A: Cancellations can be made by logging into this site with your library card or reservation number. Instructions are contained in the confirmation email. Appropriate cancellation fees may still apply. If you have any problems, please contact the Scheduling Coordinator at scheduling@kclibrary.org.