Meeting Rooms

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(includes conference/reading/study rooms)

Meeting Room Policy and Procedure

  • Policy effective November 1, 2017. 

  • Software for requesting use effective March 29, 2018. (How-To Guide)

  • 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 pickup a copy at one of our branches.  

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.
  • 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 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.
  • 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 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, 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. 

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


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.

  • NOTE: 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 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 Room Accomodations

Carnegie Memorial Library (Downtown Lake Charles)

MAXIMUM CAPACITY  PHONE NUMBER  HOURS 
30 (classroom style)
54 (no tables center of room)
(337) 721-7110
M-F 9a-6p
*Sat 9a-5p
(*Genealogy hrs) 

NOTE: Building houses the SWLA Genealogical & Historical Library.

Central Library (South Lake Charles)

 

 ROOM MAXIMUM CAPACITY  PHONE NUMBER  HOURS 
DeBakey Room
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 
Thielen Room
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  

Epps Memorial Library (North Lake Charles)

 MAXIMUM CAPACITY PHONE NUMBER  HOURS 
 30 (classroom style)
100 (no tables center of room)
(337) 721-7090  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 

Moss Bluff Library

 MAXIMUM CAPACITY PHONE NUMBER  HOURS 
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 

Sulphur Regional Library

MAXIMUM CAPACITY  PHONE NUMBER  HOURS 
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 

Westlake Library

 MAXIMUM CAPACITY PHONE NUMBER  HOURS 
24 (classroom style)
35 (no tables center of room) 
(337) 721-7113  M-F 9a-6p 

Small Room Accomodations

Epps Memorial Library (North Lake Charles)

MAXIMUM CAPACITY
PHONE NUMBER  HOURS 
8 (conference style)
(337) 721-7090  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 

Moss Bluff Library

MAXIMUM CAPACITY
PHONE NUMBER
HOURS 
10 (conference style)
(337) 721-7128 
M-Th 9a-8p
Fri 9-a-6p
Sat 9a-5p
Sun 2p-6p  

Sulphur Regional Library

MAXIMUM CAPACITY
PHONE NUMBER  HOURS 
10 (conference style)
(337) 721-7141  M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p
Sun 2p-6p 


Individual and Small Group Study/Reading Rooms

Central Library (South Lake Charles)

 MAXIMUM CAPACITY PHONE NUMBER  HOURS 
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 

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 
1 room (1-4 cap.)
(337) 721-7090   M-Th 9a-8p
Fri 9a-6p
Sat 9a-5p 

Moss Bluff Library

MAXIMUM CAPACITY
PHONE NUMBER  HOURS 
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

MAXIMUM CAPACITY
PHONE NUMBER
HOURS 
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.