Guidelines for Meeting Room Use - Chapel Hill Public Library

The Library offers meeting room space to the public at no charge. The meeting room seats 85; the conference room seats 25. To reserve a room or to obtain additional information, please contact the Circulation Supervisor at 968-2779.

Scheduling the Room

Rooms are available during the hours the library is open to the public. Reservations are approved by the Circulation Supervisor. When reserving a time, please include adequate time to set up the room before the meeting begins.

A completed application form must be picked up, filled out and turned in to the Circulation Desk at least 48 hours prior to a proposed meeting. The individual booking the room agrees to be responsible for any damage to the facility and for room preparation.

Room Preparation

The individual reserving the room is responsible for all room preparation. This includes unlocking the room, arranging furniture and equipment, presenting refreshments, clean-up and locking the room. Always check in at the Circulation Desk prior to a meeting. Meeting room keys are available at the Circulation Desk. Please return keys promptly to the Circulation Desk after a meeting.

Room preparation time should be considered when booking a room. Please add ten to thirty minutes before and after a meeting is to take place. This will allow adequate time to arrange tables, chairs and equipment and to return the room to its original configuration.

All room preparations should be made during the hours that the library is open. Requests to prepare a room the evening prior to an event will be considered when it does not conflict with other meetings or library operations.

Kitchen/ Refreshments

The kitchen is attached to the meeting room and may be reserved at the time of booking. Facilities include a sink and refrigerator, an ice maker and rolling carts for refreshments. The kitchen does not have a stove or a microwave.

Soft drinks and vending machines are not available to the public in the library. Organizations are welcome to provide their own refreshments, including boxed lunches. Full banquet facilities are not available. Individuals booking the space are responsible for cleaning the kitchen.

Furniture

The meeting room provides 110 armed stacking chairs, multiple small tables and a podium. The conference room offers 21 conference chairs and one large stationary table.

Audio-Visual Equipment

Video equipment, projectors (slide, overhead, lcd) and portable screens are available for meeting room use. An amplification system is also available. Requests to use special equipment or sound amplification should be made at the time of booking the room to ensure equipment availability on the day of the meeting. Use of special room equipment may require fifteen to twenty minutes of training. Please contact the Library for additional information.

Parking

Please park in the large public lot in front of the Library. Individuals attending day-long meetings are encouraged to park near the back of this lot to allow other library patrons easier access throughout the day.

The small parking lot at the side of the library is restricted to Library use. However, groups may arrange to park here briefly to unload supplies and refreshments. Special arrangements should be made when booking the room.

Telephone/Fax/E-mail Availability

A public pay telephone is located at the library's main entrance. The library does not provide telephones, message service, fax or e-mail services to patrons or individuals attending meetings in the library.

Doors/Lights

Please make sure that all meeting room doors and kitchen doors are properly secured at the end of the meeting. Please note that the exit door farthest from the main meeting room door is for emergency use only.

Please remember to turn out all lights when leaving the room. If the kitchen has been used, please remember to turn out these lights.

Problems

Please report difficulties or make any suggestions to the Circulation Supervisor or the Circulation Desk staff. It is especially important to let staff know about problems concerning furniture or equipment. Thank you.

Guidelines for Use of Meeting Rooms