What you need to know when reserving a meeting room at the Library
Room reservations are made on first come, first served basis (i.e., the group which pays first gets the room).
Confirming a reservation
"Tentative Request" for a room means that neither the security deposit nor any fees have been paid. Tentative Requests for use within the next six months will be penciled in on the calendar and must be upgraded to at least Tentative Reservations within 7 business days. Tentative Requests for use 6 –12 months into the future must be upgraded within 90 days of the expected date of use. Tentative Requests not upgraded will be removed from the calendar after either the 7-day or 90-day periods.
"Tentative Reservation" means that the security deposit has been paid. "Finalized Reservation" means that the deposit and rental fees have been paid. Long term rentals need only pay the deposit and first month’s rent to become Finalized. "First right of refusal" means that a group that has a Tentative Request or a Tentative Reservation will be called and offered the opportunity to pay the required fees before a Finalized Reservation is taken from another group.
The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any damage resulting from the group’s use of the facility.
Groups are responsible for their own set–up, take down, and clean-up, ALL of which must be accomplished within the hours shown on the Agreement Form. Groups may not have use of the room(s) prior to or after these start/stop times.
Rooms A, B and C are to be returned to the default table and/or chair arrangement, as posted. No additional furniture other than that already available in the room (See below) will be provided. A group may provide their own additional furniture with prior approval.
Available Tables and Chairs
Room A: 80 chairs, 10 tables
Room B: 80 chairs, 10 tables
Room C: 160 chairs, 20 tables
Groups must bring everything needed to conduct their meeting except what they have contracted for the library to provide. The library staff is not available as a resource for forgotten items, such as tape, scissors, pens, pencils, water, pitchers and glasses, kitchen utensils, etc. Rental items may be rented from the circulation desk if they are available.
Using the room
A staff person will open and lock the meeting rooms during normal library hours. The day prior to the date of use for events that will either begin and/or end after normal library hours, a responsible person from the renting organization must sign for and pick up a key(s) and receive special instructions for lock-up, security, and return of the key(s).
Groups that do not leave the interior meeting rooms by closing time will be assessed an hourly penalty fee that is double the hourly rate, collected in 15 minute intervals. The late charge will be either deducted from the deposit or billed to the sponsoring organization with the bill due upon receipt. The charge is necessary as staff is paid overtime after closing and the group is informed ahead of time of the time limits on all room use.
The kitchen is intended for heating/re-heating catered food and not for full meal preparation. There are no cooking utensils available.
All trash must be carried out and dumped into the dumpster located in the parking lot west of the building. The trash cans must be returned to the storage room(s) or kitchen and fresh liners put in them.
Equipment, supplies, or personal effects cannot be stored in library meeting rooms before or after the contracted time of use. The Library is not responsible for lost or stolen items
Children under the age of 6 years must be accompanied at all times by an adult.
All minors’ functions and activities must be chaperoned by at least one responsible individual who is 21 years of age or older.
The library is a public city building and as such is a drug-free work zone; therefore, smoking, alcoholic beverages, and recreational drug use are not permitted at any time on premises.
All exits must remain unblocked at all times and open aisles must be maintained within the seating arrangement to provide clear access to exits.
Announcements or notices publicizing an activity will not be posted or distributed within the library without prior staff approval.
Library business phone use will be limited to emergency calls only. No telephone messages will be taken.
Nothing may be attached to the walls, ceiling tiles, or aluminum ceiling tile holders unless approved by a library official.
Open flames, including incense or candles, are prohibited by the fire code.
Attendance at events will be limited to the capacity of the individual meeting rooms. Chairs, tables, and/or supplementary furniture will not be placed for use outside the meeting rooms proper.
Use of the Library’s meeting rooms does not constitute library or City of Round Rock endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsements are not permitted unless the Library has consented to co-sponsor a meeting or event. Co-sponsorship is decided by the Library Director, the Youth Services Manager, or the Public Services Manager.
Announcements or notices publicizing a for-profit activity will not be posted or distributed within the library. Non-profit organizations may post literature; however, it must have prior staff approval before being placed on bulletin boards or display racks. Easels are not an option for posting meeting room information.
A security deposit withholding schedule is available upon request.
Use of the meeting room by any group signifies acceptance of the terms of this policy.