Reserve a Meeting Room | Richland Library Skip to content

Reserve a Meeting Room

Meeting rooms may be reserved by library cardholders on a first-come, first-served basis. All meetings must be open to the public.

Who can reserve a room?

  • Community groups with a cultural, educational, or civic emphasis under non-profit sponsorship.
  • Governmental agencies, municipal and state.
  • For-profit organizations for purposes that align with the Library’s mission.

Unfortunately, we cannot allow the following groups to reserve a room:

  • Non-library related groups soliciting, selling, charging admission or asking for donations. 
  • Social gatherings or activities, unless sponsored by the Library.
  • Private meetings not open to the public.
  • Rallies or campaigns for specific partisan political issues or candidates.
  • Activities likely to disturb regular library function.
  • Performing arts groups, unless sponsored or co-sponsored by Library.

Reservations

All meetings shall be open to the general public. The Library will make every effort to meet the needs of all disabled persons using meeting room spaces. No meetings shall be held from which the media is excluded.

Meeting room reservations may be made on the Library’s website, in person or by phone. A library card is required to make a reservation. The person reserving the meeting room must be at least 18 years of age, though select study rooms may be reserved by people ages 14 and up.

Completion of a meeting room application is required to confirm any booking request. Confirmation of a reservation will be made by email or telephone.

No standing reservations may be made. Booking will be on a first-come, first-served basis. First priority is given to Richland Library programs, agencies and affiliated groups for public programs, staff trainings and business meetings.

One reservation at a time may be made by each organization. A date for the next meeting may be reserved only after the first meeting has been held. Meeting rooms may not be booked more than two months in advance.

The Library reserves the right to reject any application. Rooms will not be available for use by groups or individuals who have demonstrated a history of unreliability in meeting Library requirements. Users shall conform to all laws, ordinances, regulations and Library rules. Fire regulations concerning room capacity and access to exits must be observed. Rules regarding smoking, eating and drinking must be followed.

Non-library groups are encouraged to reserve meeting rooms no more than once a month in a 12 month period, or no more than once a week for six weeks duration. A site manager may make exceptions if demand allows. Groups are also encouraged to reserve meeting rooms at least 48 hours prior to the date requested. Rooms are not available for groups prior to their reserved time without approval of the site manager.

Reservations not made in advance (i.e., “walk-in” reservations) may be made for a maximum of three hours at a time. Extensions may be made if demand allows.


Cancellations

The Library requests at least 24 HOUR NOTICES OF A MEETING CANCELLATION, except in the case of inclement weather. In unforeseen emergencies in which the Library has to cancel a meeting, the Library will attempt to give the group as much notice as possible. If cancellation is made 24 hours or more in advance, a refund will be mailed by the Library’s Finance Office. If notice of cancellation is not given within 24 hours of the time requested, no refund will be given.


Charges for Meeting Rooms

Fees for meeting room use are as follows:

  • $100 for use of the Main Library’s Second Level Theater
  • $25 for any meeting room in which food and drink are served, with the exception of select study rooms
  • The group or individual(s) reserving the room will be responsible for paying for any damage caused to rooms (with a minimum of $25 for any damage)

A library card is required for room reservations, as fees will be added to your library account. Payment should be made prior to use of the room.


Care & Use of Meeting Rooms

The Auditorium at Richland Library Main will be set up either in conference or auditorium style. Conference rooms are arranged conference style only. No furniture may be added to the conference rooms. Groups are required to return those rooms to their original arrangement.

Location meeting rooms must be set up by the groups according to their needs. Groups are required to return these rooms to their original arrangement.

Light refreshments are allowed, in some cases subject to a fee, at the discretion of the site manager.

All meeting rooms must be left in a clean and orderly condition. Failure to do so may affect future bookings. Groups must assume all responsibility for damage to Library facilities and equipment. A minimum fee of $25  will be assessed if the room is not left in a clean and orderly condition, and, as set forth above, the group or individual(s) reserving the room will be responsible for paying for any actual damage caused to rooms or equipment (with a minimum fee of $25 for any damage).


Restrictions

  • In accordance with the Code of Conduct, children may not be left unattended in the Library while parents or guardians attend meetings.
  • Permission to meet in the Library does not in any way constitute an endorsement of a group’s policies or beliefs. Neither the name nor the address of Richland Library may be used as the official address or headquarters for any organization.
  • Groups may not state nor imply that the Library is sponsoring their meeting. Publicity announcing meetings should in no way imply Library sponsorship. Only those activities sponsored by the Library will be advertised by the Library.
  • No alcoholic beverages shall be permitted in Library meeting rooms reserved pursuant to this policy.
  • No tape or adhesive of any kind may be used on the walls or furniture.
  • A group will not be permitted to hold regularly scheduled meetings utilizing Library facilities unless sponsored or co-sponsored by the Library.
  • All meetings must be held during regular Library hours. Meetings must end and meeting rooms must be empty fifteen minutes before closing.
  • The group’s responsibility for the room shall be terminated only when they have informed a staff member that they have vacated the room and that it is ready to be secured.
  • The Library is not responsible for items left in its facilities. Storage space is not available, nor can the Library provide porter service into its facilities. 
  • Groups are expected to comply with Richland Library’s Code of Conduct.

If you have questions regarding the use of our meeting rooms, please call 803-929-3457.

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