Reservation Guidelines

Meeting Room Use Guidelines

 

  1. Priority is given to library sponsored programs and functions.
  2. Rooms may be reserved up to six months in advance. The Library Director or a Manager may make exceptions to this time limit. There is no limit to the frequency of the meetings.
  3. Both non-profit and for-profit uses require a fee. Individual use requires a fee. All fees are set by city ordinance. There are cancellation penalties.
  4. When making a reservation, the user will provide all the information requested on the reservation form.
  5. A signed contract, security deposit, and rental fee for each reservation date are required to confirm a reservation.
  6. A refund of the deposit issued by the City of Round Rock will be made within 2-4 weeks if the meeting room is left in its original condition.
  7. Non-profit group use:
    Must provide tax-exempt designation (such as 501(c)(3), EIN, TIN) at time of reservation. Any 501(c) status is eligible. A letter from the Texas Secretary of State indicating that this is a non-profit corporation is also acceptable.
  8. Government Agency: The library will waive the fees for local government for up to four hours a month. However, such agencies will be billed for any damage to the facility. Security deposits are waived.
  9. Co-sponsorship of programs (library director approval required): When the library co-sponsors a program, the library will waive the room rental fees. Co-sponsored programs are free and open to the public. The library will partner with non-profit agencies that meet the mission of the library.
  10. Request for the use of the projector and screen will be included on the Agreement Form. An orientation for the use of Meeting Room equipment is required prior to the date of the reservation. Users provide laptop, HDMI cable or appropriate adapter. Requests on the day of the reservation will forfeit the flat fee withholding of $50.00. The room rates do not include any form of set up assistance.
  11. Room reservations must be made by an individual who is 21 years of age or older. The individual making the reservation as well as the organization, will be held responsible for any and all damages that may occur as a result of the use of the facility.
  12. Facilities are to be left as they are found. No additional furniture or equipment other than that already available in the room will be provided. A group may provide personal furniture or equipment with prior approval. Groups are responsible for their own set-up and clean-up which must be done within the hours listed on the contract. At the conclusion of the event, the room must be clean and orderly and the room reset according to the default plan.
  13. Equipment, supplies or personal effects cannot be stored or left in library rooms before or after use. The library is not responsible for lost or stolen items.
  14. Adults must supervise children at all times.
  15. All minors’ functions and activities must be chaperoned by an individual(s) 21 years or age or older.
  16. The use of tobacco products is not permitted within the library or on the front entrance area of the library except where specifically designated as a smoking area by appropriate signage.
  17. Alcohol is not permitted.
  18. All exits must be kept unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits. Access to fire extinguishers must not be blocked.
  19. The library will not post any announcements or notices for private or for-profit reservations.
  20. Nothing may be attached to the ceiling tiles. Hooks and cork board on the walls may be used to hang items.
  21. The use of candles, incense, open-flame devices, flammable and combustible liquids in the building is prohibited.
  22. Attendance at meetings will be limited to the capacity of the individual meeting rooms. Seating and/or supplementary furniture are not allowed in corridors outside the meeting rooms.
  23. During library operating hours, staff person will open and lock the rooms. If a key must be given, special instructions will be given on the key’s pick up and return.
  24. Use of the meeting room by any group signifies acceptance of the terms of this policy.
  25. 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 library has consented to co-sponsor a meeting or event.
  26. Groups failing to comply with any part of this policy or the established procedures may be asked to cancel their meeting and may be denied further use of the meeting room.
  27. Report all accidents and incidents to library staff as soon as possible.

 

Room Offerings

 

Meeting Room A or B

 

Location: Round Rock Library 1st Floor-North entrance.
Hours: 7 a.m. – 10:30 p.m.
All set up and take down must be done within time listed on contract.
Refunds: All fees and deposit are payable in advance in order to secure the reservation. The fee and deposit will be returned if reservation is canceled at least 14 days prior to reservation date.
Furnishing: 10 tables, 80 chairs, PA system (Room A only), remote control screen
Kitchen: Available in Room A only. Warming kitchen, not intended for full meal preparation. Includes a refrigerator, stovetop, sink, countertop, and microwave. The kitchen does not require an inspection by the Public Health Department as it is used only to warm up food.
Capacity: 80 people seated auditorium, classroom style.

 

Meeting Room C (Combined Rooms A & B)

 

Same information as for Rooms A or B, except that the numbers for capacity are doubled. See fee schedule for other information.

 

Meeting Room Use Fee Schedule

 

Henry Lathin Meeting Room, A or B
Each room is 1400 sq. ft.
Room B does not have a kitchen.

Group TypeRateTime LengthAdditional FeesNotes
Non-profit$152 hour minimum$15 per hour, added on to the 2 hoursMay be used at this rate only 1 time per month. Additional use is $15.00 per hour with a $120.00 daily max.
Private individuals, For-profit $702 hour minimum $70 per hour thereafterMay be used at this rate only 1 day per month. Additional use is $70.00 per hour with a $560.00 daily max.

 

Additional Fees for Rooms A or B

 

ItemRateAdditional Fees
Kitchen use$10Hourly rate, maximum $40.00 per day. Non-refundable.
security deposit $100Not refunded if cancellation not made within 14 days of the date of the event
Not refunded if the room is not left in the condition in which was borrowed.
Equipment IncludedRequested on the Agreement form. Room orientation required before use.

 

Henry Lathin Meeting Room C (Combined meeting room A & B)
Combined space is 2800 sq. ft.

Group TypeRateTime LengthAdditional FeesNotes
Non-profit$252 hour minimum$25 per hour, added on to the 2 hoursMay be used at this rate only 1 time per month. Additional use is $25.00 per hour with a $200.00 daily max.
Private individuals, For-profit $1002 hour minimum $100 per hour thereafterMay be used at this rate only 1 day per month. Additional use is 100.00 Per hour with a $800.00 daily max.

 

Additional Fees for Room C

 

ItemRateAdditional Fees
Kitchen use$16Hourly, maximum $64.00 per day. Non-refundable.
security deposit $160Not refunded if cancellation not made within 14 days of the date of the event.
Not refunded if the room is not left in the condition in which was borrowed.
Equipment IncludedRequested on the Agreement form. Room orientation required before use.

 

Deposit Withholding

 

The Round Rock Public Library is instituting a flat rate fee structure for deposit withholding. This change will go into effect on March 23, 2017.

Special cleaning requirements or damage caused during the use of the meeting room space will incur a flat fee of $50, as well as the cost of any additional repairs or replacement of damaged property will be withheld from a deposit and/or billed to the organization responsible for the reservation.

The meeting room checklist and default room arrangement is displayed in each room for your convenience. Event break-down must occur in an orderly and timely fashion within the allotted time of the reservation. The Library expects the customer to assist with basic clean up at the conclusion of the event, including placing trash in receptacles provided, taking trash to dumpsters, removing all personal effects, equipment and decorations, and leaving the spaces as clean and orderly as possible.

Items left in the room will be considered abandoned property and will be disposed of in accordance with standard practice.

Deposit withholding includes the following:

  • Litter in room
  • Table(s) not wiped down and left dirty
  • Trash not taken to dumpster
  • Kitchen not cleaned (if reserved)
  • Key returned late (not in book drop, next day)
  • Key not returned
  • Failure to include equipment use on Agreement form at the time of the reservation/needing orientation
  • Rear door left open
  • Chairs and tables not returned to default position
  • Damage to furniture and facility