The policies and procedures for the use of the meeting rooms in the Harris County Public Libraries are established herein. The Responsibility for implementing this policy and for scheduling the use of the meeting room rests with the individual librarian in charge of the building. The Library Director retains final authority for implementing these policies.
Please Note: Katy Branch Library and LSC-Tomball Community Library have their own meeting room policies and/or book procedures. Click on the links below for their policies.
Katy Branch Library Meeting Room Policy
Lone Star College Tomball Community Library
Meeting Rooms - Harris County Public Library
I. Purpose
The meeting rooms of the Harris County Public Libraries may be used by the general public during the regular hours that the library is open. The meeting rooms may be reserved for meetings, programs, seminars, and exhibits
A. All meetings must be open to the public.
B. Prohibited Activities: Library meeting rooms and event spaces may not be used for any activity that is incompatible with the library environment or interferes with its operations. The solicitation or sales of products or services, charging admission or registration fees, and/or soliciting donations other than in conjunction with a program or event sponsored or hosted by the Friends of the Library organization are prohibited. Examples of other prohibited activities include but are not limited to:
-
-
- Weddings
- Anniversary celebrations
- Funerals
- Birthday parties
- Reunions
- Dances
- Private parties
- Trade shows
- Conventions
- Pageants
-
II. Space Priority
A. Library-related functions will be given first priority.
B. Other requests will be considered on a first-come, first-served basis. Any previous approvals may be canceled at any time if the room is needed on an emergency basis for official governmental business or the reservation conflicts with library programming. The reservation shall be canceled and may be rescheduled at the group's request.
III. Reservations
A. There is no charge for the use of the library meeting rooms.
B. Requests for the use of the meeting room may be made in person or online by completing the online Meeting Room Application. This form must be submitted online. Requests for renewals may be submitted in person or online. As with the original request, an application form must be completed and approved before the requested meeting date.
C. Advance registration requests can be submitted no more than twelve weeks (3 months) in advance.
D. To ensure equitable use of library facilities, the library reserves the right to limit usage to no more than three (3) meetings per month.
E. Reservation requests are moderated. You will be contacted within 2 business days of your request. Your request is not confirmed until you hear from the library.
F. The length of time needed for the meeting room should include time for setting up the meeting room and putting it back in order at the end of the meeting.
G. The designated contact person for the meeting must be present throughout the meeting.
H. The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damage that may occur as a result of the use of the facilities. Permission to use the library meeting rooms may be withheld from groups whose members or invitees damage the room, carpet, equipment, or furniture, or fail to comply with these rules and regulations. Individuals causing disturbances during meetings will be asked to leave.
I. Reservations are not automatically renewable.
J. Cancelations by either the group or the library must be made 24 hours in advance of the meeting date
IV. Usage Rules
A. The individual making the reservation, as well as the membership of the group as a whole, agree to comply with all applicable federal, state, county, and city ordinances, rules and regulations now in force or which may hereafter be enacted or promulgated.
B. Room set-up and take down are the group’s responsibility. No additional furniture or equipment other than that already available in the meeting rooms will be provided unless prior arrangements have been made.
C. If the representative of the group who has reserved a room fails to check in with the library staff within thirty (30) minutes of the start of the reservation, the library may, at its discretion, cancel the reservation.
D. The group shall leave the room in the same condition as it was found at the beginning of the meeting. The authorized representative of the group must report to library staff at the end of the meeting. Library staff will conduct a walk-through after each meeting to verify that the rooms, fixtures, and equipment are left in proper order.
E. Meeting rooms are available during hours when the library is open. Groups must vacate the meeting room 15 minutes before closing time.
F. Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshall. In accordance with this, open aisles must be maintained to provide clear access in case of emergency.
G. The library will not be responsible for lost or damaged materials used in exhibits or programs.
H. Groups must obtain permission from the branch librarian before affixing articles to the walls in the meeting rooms.
I. The individual making the reservation, as well as the membership of the group as a whole, agree to indemnify and hold the County harmless from and against any and all losses, expenses, demands, and claims made against the County arising in any manner from such group's use of the library facilities, whether such losses, expense, demand, or claim made against the County is caused by the County's negligence or not.
J. Light refreshments may be served, but groups may not prepare food on library property. Groups are responsible for cleanup.
V. Equipment
A. Audio-Visual Equipment: Availability varies by location.
B. Staff can offer limited assistance with equipment. It is the group’s responsibility to determine if the equipment is compatible with the Library’s equipment.
C. Usage of Library computers must comply with the Library’s Computer Use Policy [http://www.hcpl.net/about/computer-use-policy] & the Acceptable Use Policy for the Internet [http://www.hcpl.net/about/acceptable-use-policy-internet]
Study Rooms
I. The study rooms of the Harris County Public Libraries may be used by the general public during the regular hours that the library is open. The study rooms may be reserved by one or more people.
A. Advance registration requests can be submitted no more than one (1) week in advance.
B. Rooms may be reserved for two (2) hour blocks, with an option to extend if the room is not booked.
B. To ensure equitable use of library facilities, the library reserves the right to limit usage to no more than three (3) hours per day.
C. Use must not exceed the maximum occupancy for the study room.
D. If the representative of the group who has reserved a room fails to check in with the library staff within fifteen (15) minutes of the start of the reservation, the library may, at its discretion, cancel the reservation.
F. Failure to follow this policy may result in the loss of future reservation and use privileges. In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization or include the library’s contact information in their publicity. Permission to use a public gathering place does not constitute an endorsement by the Library of the program or the point of view expressed
Book a Harris County Public Library Meeting or Study Room online.
Katy Branch Library Meeting Room Policy
The policies and procedures for the use of the meeting room in the Harris County Public Library Katy Branch are established herein. The responsibility for implementing this policy and for scheduling the use of the meeting room rests with the librarian in charge of the building. The Library Director retains final authority for implementing these policies.
i. Purpose
A. The meeting room, in the Katy Branch, of the Harris County Public Library, may be used by the general public. The meeting room may be reserved for meetings, programs, seminars, and exhibits.
II. Regulations for the Use of Meeting Room
A. The meeting room may not be reserved for the solicitation or sale of any goods, services, etc. However, the meeting room may be reserved for book sales or other fund-raising events, the proceeds of which will go to the direct benefit of the library.
B. No monies may be collected on the library premises with the exception of dues for Friends of the Library groups, book sales or other fund-raising events, the proceeds of which will go to the direct benefit of the library.
C. All activities in the library's meeting room must be open to anyone who wants to attend.
D. There is no charge for the use of the library meeting room.
E. Use of the library's meeting room does not constitute endorsement by the County or the City of Katy or the library of points of view expressed by the group. No advertisement or announcement implying such endorsement will be permitted.
F. Attendance at meetings must be limited to 50 seating capacity specified
G. Chairs and tables available in the meeting room must be set up and put away by each group using the rooms. If custodial help is available, the custodian may be asked to set up the meeting room. No additional furniture or equipment other than that already available in the meeting rooms will be provided unless prior arrangements are made.
H. The length of time needed for the meeting should include time for setting up the meeting room and putting it back in order at the end of the meeting. If the meeting extends beyond scheduled time, the librarian in charge will request that the meeting be adjourned.
I. Open aisles must be maintained within the seating arrangement to provide clear access in case of emergency.
J. Equipment, supplies, or personal belongings cannot be stored or left in the library before or after use, except items such as voting machines or materials to be used for on-going exhibits sponsored by the library.
K. The library or the city will not be responsible for lost or damaged materials used in exhibits or programs.
L. With the consent of the Branch Librarian, the staff lounge kitchen may be used for food or drink and should be left in the same order it was found. Without exception no food or drink will be allowed in the main part of the library. Alcoholic beverages are prohibited.
M. Permission to affix anything in the walls in the main library or any of the room or offices must be obtained from the administrative offices of the City of Katy. The branch librarian enforces this rule.
N. Smoking is not allowed in the library or on the property outside of the building.
O. The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damage that may occur as a result of the use of the facilities.
P. Permission to use the library meeting room may be withheld from groups whose members or invitees damage the room, carpet, equipment, or furniture, or fail to comply with these rules and regulations. Individuals causing disturbances during meetings will be asked to leave and will hold the county and the City of Katy harmless.
Q. The individual making the reservation, as well as the membership of the group as a whole, agrees to comply with all applicable federal, state, county, and city ordinances, rules, and regulations now in force or which may hereafter be enacted or promulgated.
R. The individual making the reservation, as well as the membership of the group as a whole, agree to indemnify and hold the County and the City of Katy harmless from and against any and all losses, expenses, demands, and claims made against the County and /or City of Katy arising in any manner from such group's use of the library facilities, whether such losses, expense, demand, or claim made against the County and/or City of Katy is caused by the County's or City’s negligence or not.
Reservations
A. Library and City of Katy related functions will be given first priority.
B. Other requests are considered on a first-come, first-served basis but all prior approvals may be cancelled at any time, including groups that meet at the library on a regular basis. If the use of room is needed on an emergency basis for official governmental business or a reservation is in conflict with the library programming, the reservation will be cancelled and can be rescheduled at the group's request
C. Requests for the use of the meeting room may be made in person or by fax by completing an Application for the Use of the Meeting Room form, a copy of which is attached. This form must be submitted to the Deputy Director at least one week in advance of the date requested. Requests for renewals may also be submitted by phone or fax, however, an application form must be completed, on file, and approved before the requested meeting date. A copy of all completed Application for Use of the Meeting Room forms shall be kept at the branch for 12 months.
D. The branch librarian must keep a calendar of scheduled use of the meeting room. This calendar must be kept current and available at the circulation desk or at a location accessible to the librarian on duty and to the public. A copy of the calendar of scheduled use of the meeting rooms will be faxed to the City of Katy at the beginning of each week for that weeks schedule use of the meeting rooms. Any changes to the schedule will be updated and faxed to the City of Katy Administrative Offices at 281-391-4813
E. Groups reserving a meeting room for the first time will be shown the meeting room, restrooms, and staff lounge when they apply.
F. Since many organizations wish to use the meeting room facilities, groups should reserve the room in advance of the date needed. Based on demand, reservations may be subject to time, place, and manner restrictions.
G. To give all organizations an opportunity to use the meeting rooms, groups may not reserve space on a regular basis for more than 90 days.
H. Reservations are not automatically renewable.
I. Groups holding reservations are requested to notify the library of any cancellation at the earliest possible date in order to free the meeting room for other groups.
J. The meeting room is only available when the library is open to the public.
Print Application for the Use of the Katy Meeting Room
The form must be submitted to the branch library at least one week in advance of the date requested. It is strongly recommended that you contact the branch before submitting an application to determine availability. Submitting a form does not guarantee that dates are available. Phone: (281) 391-3509 | email: kt@hcpl.net
Lone Star College – Tomball Community Library Meeting & Study Room Policy
All meetings, programs, seminars, and exhibits held in the meeting rooms must be free and open to the public.
Meeting Rooms
- Purpose: The meeting rooms of the Harris County Public Libraries may be used by the general public during the regular hours that the library is open. The meeting rooms may be reserved for meetings, programs, seminars, and exhibits. The reservation can be no longer than 3 hours, which includes set up and clean-up time.
- All meetings must be free and open to the public.
- Prohibited Activities: Library meeting rooms and event spaces may not be used for any activity that is incompatible with the library environment or interferes with its operations. The solicitation or sales of products or services, charging admission or registration fees, and/or soliciting donations other than in conjunction with a program or event sponsored or hosted by the Friends of the Library organization are prohibited. Examples of other prohibited activities include but are not limited to:
- Weddings
- Anniversary celebrations
- Funerals
- Birthday parties
- Reunions
- Dances
- Private parties
- Trade shows
- Conventions
- Pageants
- Programs soliciting money or fees
Space Priority
a. Library-related functions will be given first priority.
b. Other requests will be considered on a first-come, first-served basis. Any previous approvals may be canceled at any time if the room is needed on an emergency basis for official governmental business or the reservation conflicts with library programming. The reservation shall be canceled and may be rescheduled at the group's request.
Reservations
There is no charge for the use of the library meeting rooms.
Requests for the use of the meeting room may be made in person or online by completing the online Meeting Room Application. This form must be submitted online. Requests for renewals may be submitted in person or online. As with the original request, an application form must be completed and approved before the requested meeting date.
Advance registration requests can be submitted no more than twelve weeks (3 months) in advance.
To ensure equitable use of library facilities, the library reserves the right to limit usage to no more than three (3) meetings per month.
Reservation requests are moderated. You will be contacted within 2 business days of your request. Your request is not confirmed or approved until you hear from the library.
The length of time needed for the meeting room should include time for setting up the meeting room and putting it back in order at the end of the meeting. The booking can be no longer than 3 hours, which includes set up and clean up time.
The designated contact person for the meeting must be present throughout the meeting and must come to the reference desk upon arrival.
The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damage that may occur as a result of the use of the facilities. Permission to use the library meeting rooms may be withheld from groups whose members or invitees damage the room, carpet, equipment, or furniture, or fail to comply with these rules and regulations. Individuals causing disturbances during meetings will be asked to leave.
i. Reservations are not automatically renewable.
Cancelations by either the group or the library must be made 24 hours in advance of the meeting date
Usage Rules
The individual making the reservation, as well as the membership of the group as a whole, agree to comply with all applicable federal, state, county, and city ordinances, rules and regulations now in force or which may hereafter be enacted or promulgated.
Room set up and take down are the group’s responsibility. No additional furniture or equipment other than that already available in the meeting rooms will be provided unless prior arrangements have been made.
If the representative of the group who has reserved a room fails to check in with the library staff within thirty (30) minutes of the start of the reservation, the library may, at its discretion, cancel the reservation.
If the group shows up late for the reserved time, the original end time for the meeting will remain as booked and will not be extended to make up for the lost time.
e. The group shall leave the room in the same condition as it was found at the beginning of the meeting. The authorized representative of the group must report to library staff at the end of the meeting. Library staff will conduct a walk-through after each meeting to verify that the rooms, fixtures, and equipment are left in proper order.
f. Meeting rooms are available during hours when the library is open. Groups must vacate the meeting room 15 minutes before closing time.
g. Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshal. In accordance with this, open aisles must be maintained to provide clear access in case of emergency.
h. The library will not be responsible for lost or damaged materials used in exhibits or programs.
i. Groups must obtain permission from the branch librarian before affixing articles to the walls in the meeting rooms.
j. The individual making the reservation, as well as the membership of the group as a whole, agree to indemnify and hold the County harmless from and against any and all losses, expenses, demands, and claims made against the County arising in any manner from such group's use of the library facilities, whether such losses, expense, demand, or claim made against the County is caused by the County's negligence or not.
k. Light refreshments may be served, but groups may not prepare food on library property. Groups are responsible for cleaning
Equipment
- Audio-Visual Equipment: Availability varies by location.
- Staff can offer limited assistance with equipment. It is the group’s responsibility to determine if equipment is compatible with the Library’s equipment.
- Usage of Library computers must comply with the Library’s Computer Use Policy [http://www.hcpl.net/about/computer-use-policy] & the Acceptable Use Policy for the Internet [http://www.hcpl.net/about/acceptable-use-policy-internet].
Study Rooms
The study rooms of the Harris County Public Libraries may be used by the general public during the regular hours that the library is open. The study rooms may be reserved by one or more people.
- Advance registration requests can be submitted no more than one (1) week in advance.
- c. To ensure equitable use of library facilities, the study room usage is restricted to no more than one (2) hour block per person per day. If you need extra time, please see a librarian on duty.
- Use must not exceed the maximum occupancy for the study room.
- If the representative of the group who has reserved a room fails to check in with the library staff within fifteen (15) minutes of the start of the reservation, the library may, at its discretion, cancel the reservation.
Agreement to Policy
Failure to follow this policy may result in the loss of future reservation and use privileges. In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization, or include the library’s contact information in their publicity. Permission to use a public gathering place does not constitute an endorsement by the Library of the program or point of view expressed.
