Many branches offer flexible spaces—community rooms, conference rooms, study rooms, and creative spaces. Whether you're hosting a meeting, diving into focused work, or exploring a new hobby, reserve the perfect spot for collaboration, creativity, and learning.
Types of Facilities
We offer community rooms that accommodate between 11 and 100 people, as well as conference rooms suitable for groups of 6 to 10. Complete the Room Request form below to reserve a room. For study rooms (1 to 5 people), please contact staff at the Central Branch, Epps Memorial Branch, Moss Bluff Branch, Sulphur Regional Branch, or Vinton Branch for details on availability. Discover how to book a creative space for your next project.
NOTE: The library reserves the right to relocate a reservation to a more appropriately sized room.
Large-capacity community rooms and small-capacity conference rooms are available at the Central, DeQuincy, Epps Memorial, Iowa, Moss Bluff, Sulphur Regional, Vinton, and Westlake branches.
According to library policy, non-library-sponsored meetings, events, and programs must be free and open to the public. All meetings and programs should be for non-commercial purposes, such as staff training or informational presentations on public interest issues. Sales presentations and point-of-purchase sales are not allowed. Additionally, there can be no admission charges, collections (except for regular club dues), or other monetary exchanges associated with any meeting room use. Library meeting room facilities cannot be booked by private individuals seeking to conduct regularly scheduled transactions in lieu of renting office space. Explore the library’s Meeting Rooms Guidelines and Policy, browse frequently asked questions, access the Room Request Form, view the Reserving a Room guide, or refer to the Room Brochures provided below.
Clubs, organizations, committees, businesses, and individuals may use the meeting rooms for charitable, educational, recreational, or religious purposes (excluding worship services) aligned with the library's mission.
Businesses and groups may use the rooms for non-commercial activities like staff training or informational presentations, but not for sales or transactions.
No admission charges, collections (except club dues), or money exchanges are allowed. Private individuals cannot reserve rooms for regular transactions or office space.
Private events, like weddings or baby showers, are not permitted.
Complete the online Room Request form, request use via the library's mobile app, or contact or visit a branch for assistance.
No, there is no fee to use rooms at the library.
To ensure fair usage, no more than thirty-six (36) meetings per year may be scheduled by any one group.
No. Setup and cleanup time should be included in your room reservation. Please include the total time you need access to the room when making your reservation.
No. Non-library-sponsored meetings must be open to the public and cannot be restricted to the sponsoring organization's members. Any member of the public may enter and participate in the meeting. Library staff may monitor meetings to ensure compliance with rules and regulations.
Reservation requests are not confirmed until approved by library staff. A valid email address is required to receive confirmation messages.
There is a 24-hour limit on requesting use. Use requests cannot be submitted any closer than 24 hours before a reservation start time. Please visit or contact the library for availability for less than 24-hour (aka same day) use. Reservations can be made up to six months in advance.
To ensure fair usage, no more than 36 meetings per year may be scheduled by any one group. Reservations are on a first-come, first-served basis.
Library programs and events take priority when scheduling meeting rooms. Requests must be made at least 24 hours in advance.
For same-day use, please visit or contact the library for availability.
Publicity is the responsibility of the group or organization holding the meeting.
The library does not endorse or sponsor a group or the organization’s policy or beliefs.
Every reasonable effort should be made that the organization’s 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.
A group may forfeit its reservation if it does not arrive within 30 minutes of the scheduled time.
Cancellations must be made at least 24 hours in advance.
Groups may adjust the room setup by moving furniture within the room, but it must be returned to its original arrangement after the meeting.
Some rooms have fixed setups and are available only as is. Please check the Room Brochures section or ask branch staff for more information.
All furniture must be returned to its original configuration, and the room should be left as it was found.
Failure to comply may result in loss of room reservation privileges. Diagrams of the original setup are posted in each room.
The Library Board of Control is the final authority on meeting room use.
Certain equipment is available in community or conference rooms, though availability may vary by location. This can include projectors, screens, podiums, DVD players, and easels.
For equipment needs, please check with branch staff.
Some branches offer checkouts for cables and devices, such as laptops.
Cables and Other Equipment:
Users must provide their own devices (e.g., laptops, tablets) and accessories (e.g., VGA/HDMI cables, red laser pointers).
At the Central Branch, visit the Help Desk on the first floor to borrow cables. Central also offers laptop checkouts from the laptop kiosk for use within the building, including in the DeBakey and Thielen Rooms.
For Mac or iOS devices, please bring your USB adapter. Laptops, devices, and hotspots may also be available for checkout.
Central Branch, DeQuincy Branch, Epps Branch, Iowa Branch, Moss Bluff Branch, Sulphur Regional Branch, Vinton Branch, or Westlake Branch
Request use of a conference or community room by submitting this form.
Need help? View this how-to guide.
Access this link to manage.
Adding your library card number to the Room Request Form is optional. Once submitted, you'll receive a confirmation email that includes a reference number and a link to manage your reservation.
To check the status of a specific reservation, visit https://calcasieulibrary.org/myreservations and enter your reference number and last name.
Using your library card lets you view and manage all reservations; without it, you can only access the one tied to your reference number.
