Reserve a Meeting Room

Community Meeting Room Policy

How to Reserve a Meeting Room:
Meeting room reservations may be made either online (see below) or by contacting your local community library. Reservations are accepted on a first-come, first-served basis. An application form may need to be completed and submitted in person 24 hours prior to the meeting. Please keep in mind the following guidelines when reserving a meeting room:

• Reservations may be made for the current month, plus two months in advance.
  
  
• Groups are limited to reserving a meeting room once per month. To ensure that meeting rooms are available to a variety of community groups, library staff may limit room use for particular organizations.
  
  
• Library meeting rooms are only available during library operating hours, with the exception of rooms used for elections and KCLS programs. Service Center meeting rooms are available outside of normal business hours.
  
  
• Meeting room applications are reviewed by library staff to ensure they adhere to KCLS policy. Library staff may accept or reject requests for meeting rooms under the established policy.
  
  
• Meeting rooms are held for a maximum of 30 minutes after the scheduled start of the meeting.
  
  
• If special facilities accommodations are needed, please indicate so in the “Notes or Special Accommodations” field in the room reserve form.
  
  
• Canceling a room reservation may be done either online or by contacting your local library staff.

• Groups must not advertise that meetings are sponsored, co-sponsored or approved by the library, unless written permission was previously given by the library.
  
  
• Meetings must not interfere with public library use. Noise and overcrowding are not permitted.
  
  
• Groups must arrange for off-site parking if they expect a large crowd. If using a Service Center meeting room during regular business hours, attendees must park at the nearby Target parking lot.
  
  
• Refreshments may be served, provided the group cleans the meeting room following the event. Meals may not be served and alcoholic beverages may not be consumed on library property. All KCLS buildings are smoke-free facilities.
  
  
• Groups are responsible for taking care of the meeting room and are held responsible for any damage incurred. After using a meeting room, chairs must be stacked, utensils washed, garbage disposed of and kitchenette cleaned.
  
  
• The capacity of the meeting room must not be exceeded. Small groups may be asked to move to a smaller room if one is available.
  
  
• Storage of materials is not provided.
  
  
• Groups must provide Americans with Disabilities Act (ADA) accommodations when requested.
  
  
• Library staff may request that an adult be present at youth meetings.
  
  
• It is the responsibility of the applicant to provide any necessary equipment for a meeting that is not available at the library. The library provides access to wireless Internet (see instructions), which patrons may use with their own computers. Patrons are responsible for providing their own cable connections and configuring their own computers. Library staff cannot assist patrons with connections or troubleshooting.
  
  
• Buildings that are owned jointly by the library system and another entity may have additional guidelines.

• Open Network and Dial-up Connections.  
• Right-click the network connection and then click Properties.  
• On the General tab (for a local area connection) or the Networking tab (all other connections), click Internet Protocol (TCP/IP), and then click Properties. 
• Click Obtain an IP address automatically, and then click OK.