Meeting Room Policy
Our Meeting Room Policy establishes guidelines and procedures for the use of the Library’s meeting facilities. The Library Direcotr or his/her designated staff member is responsible for implementing this policy and for maintaining reservation lists. Appeals may be directed to the City of Wolfforth Library Advisory Board.
The public meeting room is for library and public use. Use of the public meeting room by any group signifies acceptance of the terms of this policy.
General Guidelines
The Meeting Room at the City of Wolfforth Library is designed to meet general informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, conferences, seminars, public hearings, exhibits, displays, story times, puppet shows, and films.
Charges for meeting room use are as follows:
Fees are due when reservations are made. Reservations are not confirmed and guaranteed until fees are received. Once your reservation has been accepted you can pay for your reservation here or you may come to the Library to pay by cash, check, or card.
Half days are defined as follows:
Solicitation, admission, or other charges, money-raising activities, and/or sales other than library-related are allowed only with prior approval by the Librarian or designated staff member. Instructional fees and honoraria are permitted.
Library or governmental entity needs may pre-empt any other scheduled event.
Smoking, tobacco use, and alcoholic beverages are not allowed.
Items may not be attached to the walls or ceilings.
Requests for use of the meeting room may be made utilizing the online meeting room application. Reservations will be honored on a first-come, first-served basis, with receipt of deposit, if applicable. You will receive a response within two (2) business days.
Reservations are accepted within each current calendar year (January 1 – December 31). Groups may request multiple reservations during December for the following year.
To provide an opportunity for new groups to use the meeting room, any single group may use the meeting room no more than twice each month, unless prior approval is given by the Library Director.
Notice of cancellation should be made as soon as possible. Groups that fail to appear within 30 minutes of their scheduled reservation forfeit the reservation and total fee.
Groups may not assign their reservations to other groups.
The meeting room may not be reserved for social gatherings such as showers, birthday parties, dances, family reunions, etc., or religious services.
The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities. Fees for any extra cleaning or repairs will be assessed to the responsible group.
Permission to use the meeting room may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the room, flooring, equipment, or furniture, or causes a disturbance.
Room Dimensions
If using the community room during non-business hours, a key is available for checkout to access the front entry doors and meeting room.
Key may be checked out up to 3 days before the scheduled event. The room rental fee must be paid before the key can be checked out.
New users may be required to leave a $100 deposit to check out a meeting room key. Deposit may be covered with a check and will be returned upon the timely return of the meeting room key.
Key must be returned within 3 days after scheduled use of the meeting room. If the key is not returned within 3 days of use, the deposit will be forfeited to cover the cost of the replacement key and/or the cost to re-key library doors. Any additional cost to re-key doors will be at the expense of the person/ group renting the meeting room.
Care and Use of Facilities
Please leave the meeting room as it is found. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting. All tables and chairs should be returned to the racks in the storage closet in the meeting room. A picture of the proper storage of tables and chairs is located on the inside of the door to the storage closet.
The Library may utilize part of the storage closet and cabinets for the storage of Library materials, equipment, supplies, etc. The use of the Meeting Room does not include the use of Library materials, equipment, supplies, etc.
Furniture and/or equipment from the main area of the library may not be brought into the meeting room.
Personal furniture or equipment may be provided by a group with prior approval from the Librarian or designated staff member. Arrangements for the use of any personal furniture or equipment should be made at the scheduled time. Notify the Library staff when the equipment is delivered or removed from the building.
Any function that disrupts normal library operations is prohibited.
Equipment, supplies, or personal effects cannot be stored or left in the meeting room before or after use.
Keep exits unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits.
Public entrances are to be used for the entrance and exit from the building and any deliveries.
Any announcements or notices to publicize an activity should not be posted or distributed without prior review and approval of the Library Director.
Attendance at meetings will be limited to the seating capacity of the meeting room. (Maximum capacity with chairs only is 100 people; with tables and chairs, 60 people). Seating and/or supplementary furniture are not allowed in corridors outside the meeting room.
A small kitchen facility is available, suitable for simple refreshments. The kitchen area contains a double sink, refrigerator, and coffee pot. All other supplies such as cups, plates, napkins, etc. must be provided by the group or organization. Any supplies in the kitchen area are the property of the Library and not available for use. If the kitchen space is used, it must be cleaned and left in excellent condition. Please do not leave items in the refrigerator.
Groups must remove all trash resulting from the meeting. The dumpster is located behind the building on the south side. Please leave the room in excellent condition. Cleaning supplies are provided for use in the cleaning closet in the hallway.
Questions not covered in this policy should be referred to Library Director, Kimberly Brantley, or the Community Librarian, Taylor Revilla, at 806-855-4150. If you need after-hours assistance with the community room you may contact the Director at 806-281-3596.
The public meeting room is for library and public use. Use of the public meeting room by any group signifies acceptance of the terms of this policy.
General Guidelines
The Meeting Room at the City of Wolfforth Library is designed to meet general informational, educational, cultural, and civic needs including activities such as discussion groups, panels, lectures, conferences, seminars, public hearings, exhibits, displays, story times, puppet shows, and films.
Charges for meeting room use are as follows:
| Governmental entities | No Charge |
| Homeschool Groups | $17.50 per day, or $8.75 per half day |
| Non-profit | $$35.00 per day, or $17.50 per half day |
| Private | $70.00 per day, or $35.00 per half day |
Fees are due when reservations are made. Reservations are not confirmed and guaranteed until fees are received. Once your reservation has been accepted you can pay for your reservation here or you may come to the Library to pay by cash, check, or card.
Half days are defined as follows:
- Mornings, until 12:00 p.m. (noon)
- Afternoons, 1:00-5:00 p.m.
- Evenings, beginning at 6:00 p.m.
- Includes any combination of two or more half-days
Solicitation, admission, or other charges, money-raising activities, and/or sales other than library-related are allowed only with prior approval by the Librarian or designated staff member. Instructional fees and honoraria are permitted.
Library or governmental entity needs may pre-empt any other scheduled event.
Smoking, tobacco use, and alcoholic beverages are not allowed.
Items may not be attached to the walls or ceilings.
Use of the Meeting Room includes the use of tables, chairs, podium, and rolling whiteboard only. All other items, equipment, supplies, materials, etc. in the room are the property of the Library and are not for use by outside groups unless prior approval has been given by the Library Director or Community Librarian.
ReservationsRequests for use of the meeting room may be made utilizing the online meeting room application. Reservations will be honored on a first-come, first-served basis, with receipt of deposit, if applicable. You will receive a response within two (2) business days.
Reservations are accepted within each current calendar year (January 1 – December 31). Groups may request multiple reservations during December for the following year.
To provide an opportunity for new groups to use the meeting room, any single group may use the meeting room no more than twice each month, unless prior approval is given by the Library Director.
Notice of cancellation should be made as soon as possible. Groups that fail to appear within 30 minutes of their scheduled reservation forfeit the reservation and total fee.
Groups may not assign their reservations to other groups.
The meeting room may not be reserved for social gatherings such as showers, birthday parties, dances, family reunions, etc., or religious services.
The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities. Fees for any extra cleaning or repairs will be assessed to the responsible group.
Permission to use the meeting room may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the room, flooring, equipment, or furniture, or causes a disturbance.
Room Dimensions
- 30ft x 30ft
- Counter that comes out about 2 ft.
- 5 outlets along the wall
- 5 outlets above the counter
If using the community room during non-business hours, a key is available for checkout to access the front entry doors and meeting room.
Key may be checked out up to 3 days before the scheduled event. The room rental fee must be paid before the key can be checked out.
New users may be required to leave a $100 deposit to check out a meeting room key. Deposit may be covered with a check and will be returned upon the timely return of the meeting room key.
Key must be returned within 3 days after scheduled use of the meeting room. If the key is not returned within 3 days of use, the deposit will be forfeited to cover the cost of the replacement key and/or the cost to re-key library doors. Any additional cost to re-key doors will be at the expense of the person/ group renting the meeting room.
Care and Use of Facilities
Please leave the meeting room as it is found. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting. All tables and chairs should be returned to the racks in the storage closet in the meeting room. A picture of the proper storage of tables and chairs is located on the inside of the door to the storage closet.
The Library may utilize part of the storage closet and cabinets for the storage of Library materials, equipment, supplies, etc. The use of the Meeting Room does not include the use of Library materials, equipment, supplies, etc.
Furniture and/or equipment from the main area of the library may not be brought into the meeting room.
Personal furniture or equipment may be provided by a group with prior approval from the Librarian or designated staff member. Arrangements for the use of any personal furniture or equipment should be made at the scheduled time. Notify the Library staff when the equipment is delivered or removed from the building.
Any function that disrupts normal library operations is prohibited.
Equipment, supplies, or personal effects cannot be stored or left in the meeting room before or after use.
Keep exits unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits.
Public entrances are to be used for the entrance and exit from the building and any deliveries.
Any announcements or notices to publicize an activity should not be posted or distributed without prior review and approval of the Library Director.
Attendance at meetings will be limited to the seating capacity of the meeting room. (Maximum capacity with chairs only is 100 people; with tables and chairs, 60 people). Seating and/or supplementary furniture are not allowed in corridors outside the meeting room.
A small kitchen facility is available, suitable for simple refreshments. The kitchen area contains a double sink, refrigerator, and coffee pot. All other supplies such as cups, plates, napkins, etc. must be provided by the group or organization. Any supplies in the kitchen area are the property of the Library and not available for use. If the kitchen space is used, it must be cleaned and left in excellent condition. Please do not leave items in the refrigerator.
Groups must remove all trash resulting from the meeting. The dumpster is located behind the building on the south side. Please leave the room in excellent condition. Cleaning supplies are provided for use in the cleaning closet in the hallway.
Questions not covered in this policy should be referred to Library Director, Kimberly Brantley, or the Community Librarian, Taylor Revilla, at 806-855-4150. If you need after-hours assistance with the community room you may contact the Director at 806-281-3596.