Meeting Room Policy

The community meeting rooms provided by the Washoe County Library System are for Library-sponsored programs, for carrying out the mission and goals of the Library System and for use by other governmental agencies.

When a Library or other governmental agency is not using these meeting rooms, they are available for use by the public. Social events are prohibited. Use of Library facilities may be subject to special conditions imposed by the Library or by the branch in charge of a facility.

The Washoe County Library System is an institution dedicated to free expression of and access to ideas representing all points of view. Accordingly, subject to all applicable laws and Library policies, the Library System’s meeting rooms are available for the activities of individuals or groups. Permission to use Library facilities, in and of itself, does not constitute an endorsement or sponsorship by an individual library, the Library System, the Library Board of Trustees or Washoe County. By submitting a room reservation request, users agree to abide by all applicable laws and library policies, and release Washoe County and Washoe County Library System from all liability.

1. When available, meeting rooms, Zoom Rooms and other meeting spaces may be used at any time during the regular business hours of the Library. Some Library facilities have separate entrances to meeting rooms and can be reserved for meetings that may begin prior to or end after Library hours.
2. The contact for booking the meeting room must be 18 years or older and agree to be legally responsible for adhering to the meeting room policy, Hold Harmless/Indemnification/Insurance agreement and able to legally verify their age.
3. All programs and meetings must be free and open to the public. Meeting room users, groups and individuals may not charge or solicit fees, dues or donations as a condition of attending, or during any meeting or program. Meeting room users may not obscure visibility into or entrance to the meeting room.
4. All Library-sponsored and Friends of Washoe County Library-sponsored meetings/programs take priority on all meeting room schedules.
5. The Library reserves the right to cancel/reschedule an existing reservation.
6. Reservations will be on a first-come, first-served basis. Groups may schedule up to 24 meetings per library in a calendar year (January through December). Meeting rooms may be reserved no more than six months in advance; exceptions may be made at the discretion of the Library Manager or designee.
7. More than two no shows or last-minute cancellations within a twelve-month period may result in the loss of privileges. Reservations will be held for 20 minutes, unless the group has notified the Library that it will be late.
8. Groups and individuals using the meeting room may not disrupt the use of the Library by others. Persons attending meetings or programs are subject to all applicable laws, Library, and County policies. Washoe County Library System reserves the right to revoke meeting room privileges when policies or procedures are not followed. Print copies of Library policies are available upon request and on our website.
9. Libraries may provide designated space for groups to display their flyer during an active meeting.
10. Food and non-alcoholic beverages may be served upon the approval of the Library Manager or his/her designee. Alcoholic beverages may be served outside of the Library’s public hours upon the approval of the Library Director or his/her designee.
11. Pursuant to Library policy, no child under ten (10) may be left unattended elsewhere in the Library while a parent or guardian attends a meeting or program in the meeting room. Library staff cannot assume liability for children who are left unattended.
12. Groups may be required to provide proof of adequate liability insurance coverage
13. Groups may not exceed the official posted meeting room capacity.
14. Set-up and clean-up are the responsibility of the group. When scheduling, groups or individuals should include the full time they will need access to the room including set-up and clean-up.
15. Activities that create a substantial risk of damage to or destruction of Library property or create substantial risk of bodily injury are prohibited in the Library meeting rooms. Meeting rooms must be left in a clean and orderly condition. Groups will pay the cost for repair of any damage to facilities or equipment for which the group is responsible. The Library will not be responsible for materials or equipment left in the building by groups.
16. Meeting room users whose privileges have been revoked may file an appeal according to the Suspension of Library Privileges Policy.

APPROVED: February 15, 2006
REVISED: June 21, 2012
REVISED: October 16, 2014
REVISED: February 23, 2017
REVISED: January 1, 2019
REVISED: March 15, 2023
REVISED: November 20, 2024

Printable version