Highlights

Before you reserve a meeting room, please know that:

• you must be a Carrollton resident with a valid library card
• you must be 21 years of age
• effective January 1, 2006 there will be a charge of $25 per 4 hours to rent most rooms at the library. See chart of rental rates
• rental agreement is not valid until all fees are paid
• you must cancel as soon as possible, but at least 72 hours in advance for a full refund

It is highly recommended you read the entire Meeting Room Reservation Policy to see if the rooms will meet your needs BEFORE you make a reservation using the meeting room application. (PDF requires Adobe® Reader® software to open)

RENTAL RATES

CARROLLTON PUBLIC LIBRARY MEETING ROOM RESERVATION POLICY

The meeting rooms at the Carrollton Public Library at Josey Ranch Lake and Hebron and Josey are provided primarily for library-related activities, such as story hours, film programs, book reviews, discussion groups, staff training and other events sponsored or co-sponsored by the library and related to furthering the use of library services. Library activities have first priority in scheduling of the rooms.

Some meeting rooms are available for rental for social, civic, cultural, recreational, or charitable purposes by individuals residing in Carrollton who possess a valid City of Carrollton library card. Two small meeting rooms are available free of charge to individuals residing in Carrollton who possess a valid City of Carrollton library card for social, civic, cultural, recreational, or charitable purposes. Rooms may not be used for public press conferences. Use of the building for individual or personal gain is prohibited. Meetings must be open to the public without regard to race, age, sex, religion, national origin, political affiliation, or disabilities. Attendance is limited by the capacity of the rooms as established by the Building Code and the Fire Marshall. Adults attending meetings in the library, who bring children under seven years of age, must keep their children with them while in the building. At all times an adult must accompany children under seven (7) who are in the library. Children seven (7) years of age or older, who are with an adult attending a meeting, are expected to work quietly in the library. Older children who are repeatedly corrected by library staff will be sent into the meeting with the adult.

No decorations are permitted that will set off the motion-activated security systems or mar the rooms. (Example: balloons, adhesive tape etc.) Decorations must be authorized by the department representative and must meet all fire codes (no open flames, votives, sternos, etc.) Permission to use the rooms shall not, in any way, constitute an endorsement of the group, its policies or activities, by the Library or by the City of Carrollton. Activities, which violate city codes and ordinances or Federal, State, or local laws, will not be permitted. A completed “Meeting Room Reservation Application” will be required for the use of the rooms. The “Meeting Room Reservation Application” will be valid for a 90-day period from the date of acceptance by The Carrollton Public Library.

Reservations will be accepted no longer than 90 days prior to the event. The organization’s conduct during the first room rental will determine the possibility of a continuing rental commitment. A reservation application must be completed and submitted to the Library staff. A rental agreement is not valid until and unless all fees are collected. Reservations will be made for a maximum estimated number of persons and attendance is restricted to that number. The organizational representative leasing the facility must be at least 21 years of age. Reservations are taken on a first-come basis with Library and City activities having first priority. No group shall assign its space or reservation to another group. Notice of cancellation of a meeting should be made to the Library as soon as possible, but at least 72 hours in advance. If the cancellation is within 72 hours of the reservation date, the rental fees will be returned minus a $5 administrative processing fee. If the cancellation occurs prior to 72 hours of the reservation date, all fees will be refunded. If the group does not show up for the meeting without prior notification of cancellation, the rental fees will not be refunded. Refund checks will be mailed to the individual who reserved the space within two to fourteen days after the scheduled reservation.

The rooms are available for use during Library hours and at times when Library functions are not scheduled. Library activities have first priority in scheduling of the rooms. Scheduled meetings must start during Library hours. Meetings shall be brought to a close and cleanup completed a minimum of 15 minutes prior to the Library closing hour. The library does not produce publicity materials for groups renting the facilities. Meetings of outside groups are not included in the Library publicity materials unless they are co-sponsored by the Library. Copies of any publicity materials may be furnished to the Library for posting as space allows. In the event publicity concerning the meeting is circulated which lists the Library as the location, this disclaimer must be included: "This event is not sponsored by The Carrollton Public Library." Neither the name nor address of The Carrollton Public Library may be used as the official address or headquarters of an organization, other than the Friends of the Carrollton Public Library. Exhibits and display cases are reserved for library sponsored programs and materials. In compliance with the City of Carrollton Ordinance No. 1388 smoking is not permitted in the building, in either the lobby of the Library or the Meeting Rooms.

Refreshments may be served in the Meeting Rooms; however, the Library does not furnish dishes or kitchen equipment. Kitchen facilities must be left in a clean and orderly condition. No alcoholic beverages are allowed. No admittance fee, or any other charge for attendance, may be attached to any function held in the meeting rooms unless proceeds are donated to the Library or City of Carrollton. The only exception will be Library co-sponsored programs, which may require a nominal fee. The Library staff does not provide room set up, including chairs, tables, podium, or equipment. Groups using the rooms are required to stack chairs and return tables to their carriers when meetings are concluded. The library is not responsible for stacking tables and chairs, except for library-sponsored events. No physical changes may be made in the rooms except for the rearrangement of furniture. Items on display may not be disturbed. The rooms must be left in their original condition and clear of trash and personal belongings. Failure to do so will result in possible denial of future use.

An overhead projector, TV/VCR/DVD monitor are available for use by persons reserving a meeting room at either location. Use of videos/DVD in programming must conform to copyright laws governing public performance videos only. Use of any equipment requires demonstration of proper usage by library staff, prior to the meeting time. If the temperature of the rooms needs to be adjusted, a library staff member should be contacted. The individual signing the reservation form is responsible for any damages to the rooms, the furnishings, or any library equipment borrowed. This individual should be present at the time of the scheduled activity or designate a contact person to be present. A staff member will be on duty in the Library for the duration of the rental. Failure to comply with this policy may result in loss of privilege to use the facility and may also result in other action deemed appropriate by the Carrollton Public Library. Requests for use of meeting rooms, which do not comply with these policies, may be submitted in writing to the Director of Library Services for consideration.