Meeting Room Policy

Meeting Room Brochure (pdf format); 

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Available meeting facilities are located at the following library branches:

Types of Facilities (max. capacity) available for public use:

• Large Group Accommodations:
  • Carnegie Memorial Library (max. capacity: 54)
  • Central Library: DeBakey Room (max. capacity: 80) and Thielen Room (max. capacity: 17)
  • Epps Memorial Library (max. capacity: 100)
  • Moss Bluff Library (max. capacity: 60)
  • Sulphur Regional Library (max. capacity: 100)
  • Westlake Library (max. capacity: 42)
     
• Small Group Accommodations
  • ​Epps Memorial Library (capacity: 6)
  • Sulphur Regional Library (capactiy: 9)
     
• Small Group Accommodations (open air) in the library for ages 14 and up:
  • Central Library (capacity: 2-4)
  • Sulphur Regional Library (capacity: 2)

Group size limits vary according to setup. Meeting Room Setup Styles

NOTE: Standard fixtures vary with each room. For rooms with stationary projection screens, stationary projectors, or monitors, contact branch in advance when required for meeting.

Meeting facilities in library buildings are provided primarily for library-related programs and other activities sponsored or co-sponsored by the Library. The above-mentioned activities must receive priority in the use of meeting rooms.

Meeting facilities are available for use for charitable, civic, cultural, educational, informational, intellectual, or religious activities (with the exception of worship services). The following are not permitted: social affairs, point-of-purchase sales, exchange of money, taking orders for products, employment recruiting, flea markets, garage sales and other similar activities. Any eligible group or organization may request the use of meeting facilities with the understanding that:

• the fact that a group is permitted to meet in the library does not in any way constitute an endorsement of the group's policy or beliefs.
   
• neither the name nor the address of the Calcasieu Parish Public Library may be used as the official address or headquarters of an organization.
   
• the library is not responsible for equipment, supplies, material or other items owned by a group or individual and used in the library.
   
• failure to comply with regulations, or abuse of privileges will result in suspension of right to use of the meeting room.
   
• completed application form is agreement that the person making the reservation is liable for any damages that may occur to individuals, facilities, or equipment as a result of this meeting and that the library has no liability.
   
• library meeting room facilities cannot be booked by private individuals who seek to conduct regularly scheduled business transactions at the library in lieu of renting office space.

Meeting facilities shall be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The Director may establish rules and procedures governing the use of meeting facilities by outside groups and individuals. The Library Board reserves the right to review any or all applications and may demand sufficient time to make proper investigation before approval is given on a request.

In establishing policy concerning community use of library meeting facilities, the Library Board acknowledges that all meetings held in library meeting and conference rooms are open to the general public.

• Publicity is the responsibility of the group or organization holding the meeting. Every reasonable effort should be made that the publicity does not give the impression that the library is a sponsor or endorses the group or organization's beliefs.
   
• The name and address of the library may not be used as the official address or headquarters of any organization.

• Reservations are made on a first come, first served basis. However, library programs have first priority in scheduling use of the meeting facilities.
   
• The library reserves the right to cancel a room reservation in order to use the room for library purposes. If a reservation is canceled, the applicant will be notified two weeks prior to the scheduled meeting.
   
• Reservations must be made a minimum of five (5) business days in advance if no special arrangements are needed: two weeks in advance for special arrangements.
   
• Meetings scheduled after 4pm must take room as is. Conference rooms cannot be rearranged and are available only as is.
   
• Reservations may be made a maximum of three (3) months in advance. In order to prohibit any one group from dominating the use of the meeting room, generally no more than two (2) meetings per month may be scheduled for any one group.
   
• Reservations for large/small group accommodations may be made by adults only (18 years of age and up).
   
• Exceptions may be made only by the Director or his official designee.

• Any activity that could result in damage to furniture, equipment or facilities is prohibited.
   
• Attendance may not exceed maximum capacity of the meeting facility.
   
• No admission fees may be charged. However, a fee may be charged to cover the costs of using the meeting facilities, or for materials or handouts.
   
• Coffee, tea or punch may be prepared in the kitchen area. Other refreshments must be prepared off-site and brought to the library. The kitchen area must be left clean and orderly.
   
• Smoking and the use of tobacco products are not allowed. Weapons, firearms, alcoholic beverages and illegal drugs are not allowed.

• Materials are not to be taped or tacked to the walls or doors.
   
• Pre-meeting setup must be scheduled with the library staff. Equipment, supplies, materials and other items brought into the library must be removed promptly after the meeting.
   
• Meetings may not disrupt the normal functions of the library nor disturb library patrons. Noisy or disorderly meeting will not be tolerated. Meetings must be confined to the meeting facilities.
   
• Meeting facilities are to be left in a clean and orderly condition. Users assume all responsibility for damages or losses to the room or library equipment that occurs during use.
   
• Use of the meeting room must be in accordance with state and local fire code regulations, copyright provisions, and federal, state and local statutes affecting public buildings.
   
• Meetings may be monitored by staff for compliance with rules and regulations.
   
• The Library reserves the right to deny use of library meeting facilities as a result of violation of any of these rules and regulations.

NOTE: Policy Change (Effective August 19, 2010)