Meeting Room

The meeting rooms of the Temple Public Library are open to tenants of the E. Rhodes and Leona B. Carpenter Plaza as well as to organizations engaged in educational, cultural, intellectual, charitable, advocacy, civic, religious, political activities, or private events. This Meeting Room Policy establishes the guidelines and procedures for use of the Library’s facilities. The Library Director is responsible for implementing this policy.

General Guidelines
City of Temple and Temple Public Library sponsored events will have precedence in the scheduling of the meeting rooms. The Library reserves the right to cancel or reschedule a reservation if the room is needed for a Library or City function.

Meeting room use will be scheduled only during the hours the Library staff is available. Possible hours of availability are as follows:

• Monday – Thursday: 8 AM – 8 PM
• Friday – Saturday: 8 AM – 7 PM
• Sunday: 10 AM – 7 PM

Lessees can rent a either the Arabella Brindley Library Board Room or the Gladys Blaylock McLane Room once a month.

Lessees will be responsible for their own set-up and will be required to return the room to the condition in which they found it.

Use of the Library does not constitute Library or City of Temple endorsement of viewpoints expressed by participants of the program. Advertisements or announcements implying such endorsements are not permitted.

The Library will not provide advertising for any meetings or activities held in Library Meetings Rooms unless they are held by the City of Temple or the Library. Lessees may utilize the public bulletin boards in the Library for displaying their meeting information for up to 30 days; however, lessees may not use bulletin boards or digital display­s for Library or City information only for such advertisements.

Individuals and organizations utilizing the Library’s Meeting Rooms must adhere to the Patron Code of Conduct, a signed copy of which must be returned with the Meeting Room Application and relevant fees/deposits before a reservation is finalized.

The Library Director is the final authority in renting meeting space.

Rooms and Amenities

Arabella Brindley Library Board Room (3^rd Floor)

• The Maximum occupancy for this room is 30 individuals. Rental of this room includes:
• 1 large table with seating for 30
• Galley kitchen with sink, microwave, oven, stove top, and refrigerator
• 1 screen
• 1 separate dinning facility with seating for 12

Associated Costs:

• $100 refundable deposit (See deposit information below)
• $10 for the first two hours
• $5 for every subsequent hour

Gladys Blaylock McLane Room (3^rd Floor)

• The maximum occupancy for this room is 200 individuals. Rental of this room includes:
• Cloak Room
• Small, semi-separate dinning facility with seating for 32
• Galley kitchen with sink, microwave, oven, stove top, and refrigerator
• Large screen for computer display
• Microphone & speakers
• Up to 42 tables and seating up to 200
• Podium

Associated Costs:

• Board Room: $20/hr.
• McLane Room: $50/hr.

See Care and Facility Use information below for information on the expected condition of the room during and after use.

City of Temple or Temple Public Library sponsored are not be charged a deposit or fee.

Library tenants have certain exemptions (See Reservations information below).

Reservations

Reservations for the McLane Community Room and the Library Board Room will be made on a first-come, first-serve basis. Priority is given to the City of Temple and the Temple Public Library. Reservations are considered officially set once the meeting room application is approved by Library Administration and the deposit and room fees are paid.

Tenants of the building may use the Arabella Brindley Library Board Room one time per month without deposit or fee, making reservations in the normal manner.

Tenants may use the Board Room other times without fee when it is not being used by paying customers. These reservations can only be made 24 hours in advance. Aside from the fee, the same rules apply to tenants as to paying customers. If tenants damage the meeting rooms, they will be invoiced directly for those damages.

Reservations may be made no more than 6 months in advance unless they are made by a department of the City of Temple.

Reservations will be accepted a minimum of 72 hours in advance. Exceptions are made for City of Temple, Temple Public Library, or Library tenants.

Reservations must be cancelled at least 72 hours in advance to receive a full refund. If a reservation is cancelled in less than 72 from when the room is to be used, the deposit will be returned but the meeting room fee will be retained by the Library.

The individual making the reservations and/or the organization utilizing the room will be held responsible for any damages that occur as a result of the use of the facility.

Permission to use Library facilities may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the facility.

Care and Use of The Facility
The meeting room must be returned to the condition in which it was found with all furniture returned to its proper location. Rooms will be inspected prior to and immediately after use.

All trash must be left in tied bags in the meeting room that is utilized.

Equipment, supplies, or personal items may not be left in the meeting rooms before or after the scheduled meeting.

Nothing may be used to attach items to the walls which will damage the walls in any way.

Attendance at meetings must be limited to the capacity of the meeting room as posted in this policy.

Refunds
Cancellation up to 72 hours before use of the room can receive a refund of their room use fee and deposit.

Within 72 hours of the meeting, only the deposit will be refunded.