Meeting Rooms

The Library District offers large and small meeting spaces which may be utilized by the community, subject to room availability, usage guidelines, this policy, and any other relevant District policies.

  • Any issues not covered in District policies or the Meeting Rooms webpage will be resolved by email discussion with library staff. Policies may be changed at any time.
  • The safety and security of our staff and patrons are a factor in the approval of and use of library facilities.

Our libraries have multiple spaces which members of the community may use to work, study, and meet throughout the day, including:

  • The Gathering Room at Westbank (upstairs, not enclosed),
  • The Macklin Room at Westbank (seats 8 around tables), and
  • The J. Scott Thornton Commons at Laura’s Library (large, enclosed room).

We also have outdoor spaces which may be suitable for groups to meet.

Gathering Room

Macklin Room

J. Thornton Commons

Uses of Library Spaces

Library Use

Meeting rooms in the District’s libraries are primarily used for library programs and other library purposes. The library may block out periods of availability for anticipated operational needs.

Shared Use

Individuals and small groups may work in meeting rooms when the spaces are not in use for library purposes or reserved for exclusive use. Occasionally a meeting room may be designated as a quiet space, but otherwise some talking is allowed if users are mindful of not disrupting others, in compliance with the Code of Conduct.

Exclusive Use: Meetings

Non-profit and not-for-profit organizations and groups may be approved to hold a closed meeting in a dedicated space to conduct the business of the group. Examples of allowable meetings include HOA meetings, scout troop meetings, training sessions, workshops, and group collaborations. Registration is required.

Restrictions & Exceptions

Prohibited Use: Events

Meeting rooms and other library spaces are not available for community events with an open or broadly targeted audience. This includes but is not limited to:

  • Personal events or celebrations
  • Events involving compensation or commercial aims
  • Fundraising events
  • Religious events or services
  • Political events

Meeting rooms are not available for rent.

Prohibited Use: Tutors

Tutors may not use small meeting rooms but may offer instruction to no more than 3 pupils at a time in other shared or open spaces.

Exceptions: Specific Events

The following events are permitted as exceptions to the general prohibition on events:

  • Informational and educational events requested by the local school district or other local governmental entities
  • Moderated forums for local elections where all candidates or sides are invited to participate
  • Town halls conducted by elected officials provided:
    • They do not occur during election season
    • They do not occur during legislative session
    • They do not include campaigning or promotion of specific measures that would compromise the library’s political neutrality

Meeting Room Reservations

Request Exclusive Use of Meeting Room

Requestors must:

  • Be at least 18 years of age and live within the Eanes School District
  • Agree to comply with this policy, any associated rules on the District’s website, and any staff requests
  • Fill out a Meeting Room Reservation Request form through the library’s website

Other Request Conditions

  • Requests should be made between 2 weeks and 2 months in advance
  • Any repeat meetings are limited to once per month
  • Any approved requests for meetings outside of library hours will require the hiring of an approved security guard
  • Meetings are limited to a maximum of 4 hours

General Guidelines

Other Conditions for Meeting Room Use

  • All meetings must end on time
  • At conclusion, the room must be returned to its prior condition
  • Reservations will be forfeited for a late arrival of more than 15 minutes
  • No storage of equipment is allowed
  • Light refreshments are allowed, with the expectation of proper cleanup. No catered events or meetings are allowed

No Endorsement

Use of the library’s meeting rooms does not constitute District endorsement of viewpoints expressed by participants in the meeting or event. Advertisements or announcements implying such endorsements are not permitted. The library’s phone number should not be given out as a contact for inquiries about the event.

Damage

Damage to property is the financial responsibility of the person reserving the room. Nothing may be attached to the wall by tape or any other means.

Cancellation & Enforcement

Cancellation Policy

Reservation cancellations must be received at least 48 hours in advance. The Library reserves the right to reschedule an event in case of emergency or unforeseen circumstances.

Enforcement

Violations of this or any other District policy may result in loss of reservation privileges. The District reserves the right to cancel any reservations that do not comply with this policy.

Other restrictions and procedures may apply as communicated by staff.

Library Search Widget
Meeting Room Reservation Form