Library Meeting Room

Interested in booking the meeting room at the library? We would love to have you!You can make a request via the booking calendar on the right hand side of this page; click on the date you would like, fill out the form, and click submit. We will check the calendar and get back to you as soon as we can.

There are some events we cannot host here, please see the information below. You can find the full Meeting Room Policy here.

 

Restrictions on Use of Meeting Room:

  1. Reservations are required for use of the meeting room. See “Requests for Use of Library Meeting Room” below.
  2. The Meeting room may not be used by non-Library related organizations for
    1. Commercial or other activities for financial gain.
    2. Private purposes or functions (e.g. weddings, birthday parties, etc.)
    3. Solicitations for money, collecting admission, or other charges, money–raising activities, sales of goods or services, or other activities for financial gain are not allowed without prior approval, in writing, at the time of confirmation from the Library Director or his/her designee.
    4. Activities that would disrupt other uses or users of the Library.
  3. Use of the Library’s meeting room does not constitute the Library’s endorsement of viewpoints expressed by organizations or participants in programs.  Advertisements or announcements implying such endorsement are not permitted.  No organization may use the Library address as its own mailing address or as its headquarters in any advertisement except  the Friends of Benbrook Public Library.
  4. All activities held in the Library’s meeting room must be open to the general public.
  5. All organizations using the meeting room must be under adequate adult supervision with an adult in attendance at all times.  A representative of the Library may be required by the Library to be present.
  6. Organizations using Library facilities must abide by all applicable laws and policies, including but not limited to those prohibiting the use, sale, or possession of alcoholic beverages, illegal drugs, and firearms, and the use of tobacco products on Library property.
  7. The organization reserving the room must adhere to fire codes regarding the number of persons allowed in the room. All federal, state, and local ordinances, as well as rules of the Police and Fire Departments relating to public assemblies must be strictly obeyed.
  8. Organizations using the meeting rooms shall conduct their business in an orderly manner and are responsible for the conduct of those attending the meeting. Disruptive or illegal activity should not be permitted by the organization. Phone numbers for police, fire and Library staff are posted in the meeting room.

Requests for Use of Library Meeting Rooms:

  1. Requests for use of a Library meeting room must be submitted on behalf of the organization by a representative of the organization who is eighteen (18) years of age or older.
  2. Requests for use of a meeting room may be made in person, by phone, by email, or by mail.
  3. Requests must be made a minimum of one week in advance.
  4. Requests will be honored on a first-come, first-served basis.
  5. Before a reservation is confirmed, the organization must submit the following:
    1. A signed copy of Request for Use of Public Meeting Room Responsibility and Release Form.
    2. Property deposit of $25.00 (deposit not required if organization has previously used the Meeting Room).
  6. To provide an opportunity for many organizations to use the meeting room, no organization may use the Library more than once each month. Exceptions may be made for Library-related committees, organizations, or programs and for other governmental entities with the approval of the Library Director.
  7. An organization must notify the Library of cancellation of a reservation as soon as possible.  An organization’s reservation may be forfeited if it fails to appear within 30 minutes of its scheduled time.  Organizations will forfeit all future scheduled dates if they fail to appear twice without cancellation notice.
  8. Organizations may not assign their reservations to other organizations.
  9. The program and meeting needs of the Library or Library-related organizations may preempt any other scheduled event and will take precedence over requests made by other organizations. The Library may cancel a reservation of a non-Library related organization by giving the organization’s representative a minimum of three days notice.
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