Larry R. Jackson Branch Library Meeting Room Policy

Please NOTE:

The Library will have first choice of dates and times for the Meeting Room for library events.
Library rooms are NOT available for private events, commercial endeavors, and/or any meeting held to advertise any product or commercial service.
The Larry R. Jackson Branch Library Meeting Room is designed for groups of five or more with a maximum of 40. Room setup for groups smaller than the required minimum attendance is not cost-effective. If your meeting or event consistently draws fewer than the minimum attendance for that space, you will be notified and asked to find an alternative location to meet.

Applications

Applications to use the room may be made in person, by phone, or online. Once submitted, applications are reviewed prior to confirming a booking. Submitting the application does not mean your booking request is automatically confirmed. To submit an application by phone or online:

**Incomplete applications will not be accepted. Groups who do not provide a completed application will not be permitted to use the room, regardless of the calendar availability.**

Policy

The Larry R. Jackson Branch Library Meeting Room is a community space. All events held in the room must be free and open to the public. The room cannot be used for commercial or for-profit purposes or for private gatherings such as parties, showers, reunions, graduations, weddings, or birthdays.

Reservation Guidelines:

A completed booking form must be submitted at least one week prior to the requested date.
Groups may have a maximum of three (3) active reservations on the calendar at any one time.

Meeting Room Use Restrictions:

Bookings must be for groups of 5 or more attendees.
Events in the room cannot:
- Advertise or promote products, services, or businesses.
- Charge fees, collect money, or sell items.
- Make physical alterations to the room (rearrangement of chairs/tables already in place is permitted).
- Disturb or use room equipment without prior authorization.
- Use open flame of any kind.
- Include alcoholic beverages.

User Responsibilities:

Groups using the room are responsible for:

Scheduling events during regular library hours, with events ending at least 10 minutes before closing.
The nature and conduct of their program.
Providing any ADA accommodation requests from their attendees.
Supervising any children in attendance.
Covering damages to the room, furniture, or equipment.

Additional Information:

The Library retains priority scheduling for its own events in the Meeting Room.
Library staff may be present during any scheduled meeting or event.
Entrance and exit doors must remain unlocked and adequate lighting remain on when the room is in use.

Policy Violations:

Failure to comply with these policies may result in loss of room reservation privileges.
Failure to notify the Library of cancelations or changes to bookings may result in the loss of room reservation privileges.

If you have questions or need assistance while using the Meeting Room, please contact Library staff. Thank you for your cooperation.

Download a PDF version of the Larry R. Jackson Branch Library Meeting Room Policy.

Updated 6/05/2025