Meeting Rooms

Print
Press Enter to show all options, press Tab go to next option

(includes Conference/Reading/Study Rooms)

Meeting Room Policy and Procedure

Per library policy, non-library sponsored meetings, events, and programs must be free and open to the public.

Please see below for additional important library policies for using rooms. 

  • Abide by the policy that all meetings and programs are for non-commercial purposes; i.e. staff training, informational presentations on issues of public interest, etc. No sales presentations, point-of purchase sales, etc.
  • Abide by the policy that no admission charge, collections (except for regular club dues), or other moneyexchanging activities may be attached to any meeting room use.
  • Abide by the policy that Library meeting room facilities cannot be booked by private individuals who seek to conduct regularly scheduled transactions at the library in lieu of renting office space.
  • Abide by the library's room use policy.

 


NOTES

  • Please check in and check out at the front desk at your local library branch.
    • Central Library users: Please check in and check out at the Help Desk, located on the first floor.
  • 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 pick up a copy at one of our branches.  
  • Please read the information below before requesting the use of rooms.
  • Software for requesting use effective March 29, 2018. (How-to Guide)

 

reservation request

 

- policy effective November 1, 2017

 

Who can reserve rooms 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 room?
You may reserve a room in one of the following ways:
  • Via this website using the Reservation Request form located near the bottom of this page.
    • 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?
  • 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 room?
  • No. Use of Library meeting rooms is free of charge.
How far in advance may I reserve?
  • 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.
  • Please visit or contact the library for availability and confirmation on reservations that are less than 24 hours away.  
Is there a maximum number of times I can reserve?
  • 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?
  • 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.
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 if I'm late or a no-show?
  • 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/change room setup?
  • 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 equipment?
  • Certain equipment is available in the meeting rooms.
    • These include projectors, screens, podium, DVD players, and easels.
  • On the reservation form, please choose which equipment is needed for your meeting.

Regarding cables and devices such as laptops.

  • Regarding laptop or device cables such as HDMI cables, the following applies.
    • Meeting Room users must supply their own device (this includes laptop) and VGA/HDMI cable (s).
      • For Central Library users, check with the Help Desk on the first floor to check out cables.
        • Laptops for checkout may be available. Please check with Central Library staff for details.
    • For MAC or iOS devices, please bring your USB adapter.
    • Laptops, devices and hotspots may be available for checkout. See staff for more information. 
Important info prior to your meeting
  • 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
Reserve a Room

reservation request

Types of Facilities

Please view the accommodations list below to find the room that best fits the number in your group.

The library reserves the right to make or change room assignments as space dictates. Every effort will be made to accommodate as many groups as possible.

  • NOTES:
    • When selecting rooms, please choose the appropriate room that best fits the number in your group. Room choice within a reservation request is subject to change depending upon group capacity and room availability.
    • Please reserve the large room or small room accommodations by using the online reservation form, or by calling a branch location.
    • There is a 30-minute buffer time before and after the reservation start time and end time which means reservation start times are limited to 30 minutes after branch opens and 30 minutes before the branch closes.
      • This gives users ample time to enter the branch 30 minutes prior to meeting especially if room setup is different from standard room setup.
Large Room Accomodations
Carnegie Memorial Library (Downtown Lake Charles)
MAXIMUM CAPACITY  PHONE NUMBER  HOURS   STANDARD LAYOUT
30 (classroom style)
54 (no tables center of room)
(337) 721-7110
M-F 9a-6p
*Sat 9a-5p
(*Genealogy hrs) 

 Carnegie Library Meeting Room
Click/tap thumbnail
for larger image.

NOTE: Building houses the SWLA Genealogical & Historical Library.

Central Library (S. Lake Charles) *virtual tour
 
 ROOM MAXIMUM CAPACITY  PHONE NUMBER  HOURS  STANDARD LAYOUT 

DeBakey Room
360 virtual tour

36 (classroom style)
78 (no tables center of room) 
(337) 721-7116  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p
 Central Library Meeting Room
Click/tap thumbnail
for larger image.
Thielen Room
360 virtual tour
*24 (conference style
*includes 10 addt'l chairs (guests)  
(337) 721-7116   M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p  
 Central Thielen Room
Click/tap thumbnail
for larger image.

 

NOTE: Please supply your own device and HDMI cable. Otherwise, please check with the Help Desk on the first floor.
VGA is not available in the DeBakey Room.


Epps Memorial Library (North Lake Charles)
 MAXIMUM CAPACITY PHONE NUMBER  HOURS   STANDARD LAYOUT
 30 (classroom style)
100 (no tables center of room)
(337) 721-7090  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 
 Epps Memorial Meeting Room
Click/tap thumbnail
for larger image.

Moss Bluff Library
 MAXIMUM CAPACITY PHONE NUMBER  HOURS  STANDARD LAYOUT 
24 (hollow rectangle style)
56 (no tables center of room)
(337) 721-7128  M-Th 9a-8p
Fri 9-a-6p
Sat 9a-5p
Sun 2p-6p 
 Moss Bluff Meeting Room
Click/tap thumbnail
for larger image.

Sulphur Regional Library
MAXIMUM CAPACITY  PHONE NUMBER  HOURS  STANDARD LAYOUT 
60 (workshop style)
60 (no tables center of room)
(337) 721-7138  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p 
 Sulphur Regional Meeting Room
Click/tap thumbnail
for larger image.

Westlake Library
 MAXIMUM CAPACITY PHONE NUMBER  HOURS   STANDARD LAYOUT
24 (classroom style)
35 (no tables center of room) 
(337) 721-7113  M-F 9a-6p   Westlake Meeting Room
Click/tap thumbnail
for larger image.
Small Room Accomodations
Epps Memorial Library (North Lake Charles)
MAXIMUM CAPACITY
PHONE NUMBER  HOURS  STANDARD LAYOUT 
8 (conference style)
(337) 721-7090  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 
 Epps Conference Room
Click/tap thumbnail
for larger image.

Moss Bluff Library
MAXIMUM CAPACITY
PHONE NUMBER
HOURS   STANDARD LAYOUT
10 (conference style)
(337) 721-7128 
M-Th 9a-8p
Fri 9-a-6p
Sat 9a-5p
Sun 2p-6p  
 Moss Bluff Conference Room
Click/tap thumbnail
for larger image.

Sulphur Regional Library
MAXIMUM CAPACITY
PHONE NUMBER  HOURS  STANDARD LAYOUT 
10 (conference style)
(337) 721-7141  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p 
 Sulphur Conference Room
Click/tap thumbnail
for larger image.

Individual and Small Group Study/Reading Rooms
Central Library (South Lake Charles)
 MAXIMUM CAPACITY PHONE NUMBER  HOURS  PICS 
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 
Study Rooms Central
Click/tap thumbnail
for larger image.  

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

Epps Memorial (North Lake Charles)
MAXIMUM CAPACITY
PHONE NUMBER  HOURS  STANDARD LAYOUT 
1 room (1-4 cap.)
(337) 721-7090   M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 
Epps Memorial Study Room
Click/tap thumbnail
for larger image.

Moss Bluff Library
MAXIMUM CAPACITY
PHONE NUMBER  HOURS   STANDARD LAYOUT
2 rooms (1-2 cap.)
(337) 721-7128  M-Th 9a-8p
Fri 9-a-6p
Sat 9a-5p
Sun 2p-6p  
 MB Study Rooms
Click/tap thumbnail
for larger image.
Sulphur Regional Library
MAXIMUM CAPACITY
PHONE NUMBER
HOURS  STANDARD LAYOUT 
3 rooms (1-3 cap.)  (337) 721-7141  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p 
Sulphur Study Rooms
Click/tap thumbnail
for larger image. 

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.