For full details, see the DBRL Meeting Rooms Policy.
Procedures
Groups and individuals using library meeting rooms are responsible for basic cleanup and returning the room to order. Any equipment or displays brought in for a meeting must be removed at the end of the meeting. The library is not responsible for lost or stolen items. Damages to the premises, equipment or furnishings as a result of meeting room use will be charged to the group responsible. Fees for excessive cleanup may also be charged. The group or organization and its members, jointly and individually, will assume and bear full responsibility for loss of, injury to, or damage to any DBRL property caused or inflicted by the organization, its members, affiliated persons, guests or invitees.
If a DBRL facility is closed for an unforeseen condition, any scheduled meetings will be canceled.
Meeting Room Availability
Meeting rooms are reserved on a first-come, first-served basis. Meetings at the Columbia Public Library and the Callaway County Public Library can be held only during open hours. Groups and individuals may reserve library meeting space once per month. Reservation requests will be accepted up to 45 days in advance. Rooms may be used on a walk-in basis when the library is open, if space is available.
Holts Summit Public Library: Meeting space may be reserved during open hours and from 8 a.m. to 10 p.m. daily with prior approval.
Southern Boone County Public Library: Meeting space may be reserved during open hours and until 10 p.m., Monday-Friday, with prior approval.
Basic Rules of Use
- Meeting room attendees may not exceed the stated occupancy for each library meeting room.
- Groups using Library meeting rooms may charge no admission or registration fees.
- Meetings may begin thirty (30) minutes after each library’s opening time and groups must conclude their meetings and vacate the meeting rooms ten (10) minutes prior to closing time at CPL and CCPL.
- Meeting room attendees must vacate the room promptly to allow time for the next group or for library staff to rearrange the space or set up equipment, as needed. This is especially important for groups using a room on a ‘walk-in’ basis.
Refreshments
Refreshments may be served in library meeting rooms. A small kitchen is available for use at each facility. All supplies, appliances and equipment needed for refreshments will be the responsibility of the group using the meeting room.
Pre-prepared food and coffee/tea preparation is allowed, but food preparation on the library premises is not allowed.
Room Setup
Tables and chairs will be provided in a general room arrangement. At the Columbia Public Library, requests for special room arrangements should be made when the room is reserved.
Audio-Visual Equipment
Audio-visual equipment such as projectors, screens and TVs may be available for use upon request. Any damage or loss of equipment is the sole responsibility of the person reserving the meeting room.