Meeting Rooms

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(includes conference/quiet/study rooms)

 Meeting Room Policy and Procedure

  • Policy effective November 1, 2017. 

  • Software for requesting use effective March 29, 2018. (How-to instructions)

  • Please check in and check out at the front desk at your local library branch. For Central Library patron, please check in and check out at the Help Desk, located on the first floor of the Central Library.

  • Staff can verify needed equipment, check out equipment, or assist with any other needs. 

  • Need a copy of the new policy? You may print your own copy, or pickup a copy at one of our branches.  


Who can reserve a Meeting Room and for what purpose?

  • Clubs, organizations, committees, governing bodies, individuals and businesses may use the meeting rooms for charitable, civic, cultural, informational, educational, recreational and religious purposes (with the exception of worship services) in keeping with the mission of the library.
  • Businesses and groups may use the meeting room for non-commercial purposes: staff training, informational presentations on issues of public interest, etc., but not for sales presentations, point-of-purchase sales, etc.
    • No admission charge, collections (except for regular club dues), or other money-exchanging activities may be attached to any meeting room use.
  • Private individuals seeking to conduct regularly scheduled transactions at the library in lieu of renting office space may not reserve meeting rooms.
  • Private parties or functions, such as wedding or baby showers or family reunions, are not permitted.

How can I reserve a Meeting Room?

  • You may reserve a room in one of the following ways:
    • Via this website using the Reservation Request form.
      • An account is required for this self-service option.
    • By phone, please call 337-721-7147.
    • In person, library staff at any facility will help you make an online reservation

Is the reservation automatically reserved for me?

  • Reservation requests are not final until approved by library personnel.
  • A valid email address is required for confirmation messages.

Is there a fee to use a Meeting Room?

  • No. Use of Library meeting rooms is free of charge.

How far in advance may I reserve a Meeting Room?

  • Reservations may be made up to six months in advance.
  • Reservations are made on a first come, first serve basis. However, library programs have first priority in scheduling use of the meeting facilities.
  • There is a 24-hour limit on requesting use. Use requests cannot be submitted any closer than 24 hours before a reservation start time.
  • There is a 30 minute buffer time before and after reservation start time and end time which means reservation start times are limited to 30 minutes after branch opens and 30 minutes before branch closes. This gives users amble time to enter the branch 30 minutes prior to meeting especially if room setup is different from standard room setup.
  • Please visit or contact the library for availability and confirmation on reservations that are less than 24 hours away.  

Is there a limitation on the number of meetings I can schedule?

  • No more than 36 meetings per year may be scheduled for any one group, in order to prohibit any one group from dominating the use of the meeting room.

May I access the room early to set up for my meeting?

  • No. Setup and clean up time should be included in your group’s room reservation.
  • Please include the entire time you will need access to the room in your reservation.
  • The reservation calendar times match reservation times. 
    • Times reflect 30 minutes prior to branch's opening and closing times. 

Can anyone attend my meeting?

  • Yes. Non-library sponsored meetings must be open to the public at large and may not be restricted to the membership of the sponsoring organization. This means that any member of the public that sees a meeting taking place may enter and participate in the meeting.
  • Meetings may be monitored by staff for compliance with rules and regulations.

Will the library promote my meeting?

  • No. Publicity is the responsibility of the group or organization holding the meeting.
  • The library does not endorse or sponsor a group or the organization’s policy or beliefs.
  • Every reasonable effort should be made that the organization’s publicity does not give the impression that the library is a sponsor or endorses the group or organization's beliefs.
  • The name and address of the library may not be used as the official address or headquarters of any organization.

What happens to my room reservation if I do not show up on time?

  • After 30 minutes, a group may forfeit its reservation if it fails to appear as scheduled.
  • Groups must notify the library of cancellation 24 hours in advance of meeting date.  

May I move furniture around and change the standard setup of the room?

  • Yes, groups may make physical changes in room set-up, however, there are certain rooms that cannot be rearranged and are available only as is.
  • After each meeting, all furniture must be returned to its original arrangement and the room left in the condition in which it was found.
  • Failure to do so will result in revocation of room reservation privileges.
  • Diagrams of the original room configuration are posted in each room. 

Note that the Library Board of Control shall be the final authority concerning any groups’ use of the meeting facilities.

When is the library closed?

Do I need to provide my own equipment? 

  • Certain equipment is available in the meeting rooms.
    • These include projectors, screens, podium, DVD players, easels, etc.
  • On the reservation form, please choose which equipment is needed for your meeting.
  • Regarding cables such as HDMI cables, the following applies.
    • Central Library meeting room users, please supply your own device and VGA/HDMI cable (s).
      • Otherwise, check with the Help Desk on the first floor to check out cables.
    • For MAC or iOS devices, please bring your USB adapter.
    • Laptops, devices and hotspots are available for checkout. 

Anything specific I need to do on my meeting day? 

  • Prior to and after your meeting, please visit the front desk. Staff can verify needed equipment, check out equipment, or assist with any other needs.
    • For meeting room users at the Central Library, please check-in and check-out at the Help Desk located on the first floor.

Guidelines and Policy


IMPORTANT NOTICE: Please read before using the online Reservation Request form below.

We are using new software to request use of meeting spaces. Here are how-to instructions, or contact a local library branch for assistance.

reservation request


 

Types of Facilities

Please view the Meeting Room brochure for additional details. 

IMPORTANT NOTE: There is a 30 minute buffer time before and after reservation start time and end time which means reservation start times are limited to 30 minutes after branch opens and 30 minutes before branch closes. This gives users amble time to enter the branch 30 minutes prior to meeting especially if room setup is different from standard room setup.

Large Group Accommodations 

These accommodations may be reserved using the online reservation form, or by calling a branch location.

LOCATION

MAX. CAPACITY PHONE NUMBER BRANCH HOURS
Carnegie Memorial Library Meeting Room
NOTE: Building also houses the Genealogy Library.
30 (classroom style)
54 (no tables in center of room)
(337) 721-7110

M-F 9a-6p
Sat 9a-5p
(Sat. hours are for the Genealogy Library.)

Central Library, DeBakey Room
Virtual Tour
36 (classroom style)
78 (no tables in center of room)
(337) 721-7116 M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p
Central Library, Thielen Room
Virtual Tour
17 (conference style) (337) 721-7116 M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p
Epps Memorial Library Meeting Room 30 (classroom style)
100 (no tables in center of room)
(337) 721-7090 M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Moss Bluff Library Meeting Room 24 (hollow rectangle style)
56 (no tables in center of room)
(337) 721-7128 M-Th 9a-8p
Fri 9-a-6p
Sat 9a-5p
Sun 2p-6p
Sulphur Regional Library Meeting Room 60 (workshop style)
60 (no tables in center of room)
(337) 721-7138 M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p
Westlake Library Meeting Room 24 (classroom style)
35 (no tables in center of room)
(337) 721-7113

M-Th 9a-6p

 

     

    Small Group Accommodations (conference room)

    These accommodations may be reserved using the online reservation form, or by calling a branch location.

    IMPORTANT NOTE: There is a 30 minute buffer time before and after reservation start time and end time which means reservation start times are limited to 30 minutes after branch opens and 30 minutes before branch closes. This gives users amble time to enter the branch 30 minutes prior to meeting especially if room setup is different from standard room setup.

    LOCATION

    MAX. CAPACITY PHONE NUMBER HOURS
    Epps Memorial Library Conference Room 6 (conference style) (337) 721-7090

    M-Th 9a-8p
    Fri 9a-6p,
    Sat 9a-5p

    Moss Bluff Library Conference Room  10 (337) 721-7128  M-Th 9a-8p
    Fri 9-a-6p
    Sat 9a-5p
    Sun 2p-6p  
    Sulphur Regional Library Conference Room 9 (conference style) (337) 721-7141

    M-Th 9a-8p
    Fri 9a-6p
    Sat 9a-5p
    Sun 2p-6p

     

    Small Group Accommodations for ages 14+ (study/quiet rooms)

    LOCATION

    MAX. CAPACITY PHONE NUMBER HOURS

    Central Library 
    Study Rooms can be reserved up to
    2 weeks in advance. 
    Contact branch for assistance.

    6 rooms (1-2 cap.)
    1 room (1-6 cap.)
    1 room (non-reservable); no age limit

    (337) 721-7116

    M-Th 9a-8p
    Fri 9a-6p
    Sat 9a-5p
    Sun 2p-6p

    Epps Memorial Library 1 room (1-4 cap.) (337) 721-7090 

    M-Th 9a-8p
    Fri 9a-6p
    Sat 9a-5p

    Moss Bluff Library 

    2 rooms (1-2 cap.)

    (337) 721-7128 M-Th 9a-8p
    Fri 9-a-6p
    Sat 9a-5p
    Sun 2p-6p
     
    Sulphur Regional Library (open-air) 3 rooms (1-3 cap.) (337) 721-7141

    M-Th 9a-8p
    Fri 9a-6p
    Sat 9a-5p
    Sun 2p-6p


    The Calcasieu Parish Public Library serves all the people who live in the parish with materials, information, and services through a network of branches that are conveniently located and easy to use. The Library strives to help people make informed decisions, enjoy their free time, and continue learning all of their lives. The Library Board and Staff are committed to providing high-quality, cost-effective, equitable service that meets the needs of all parish residents

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