Meeting Room Reservations

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Saturday, December 10 at 10 a.m. - STEAM Station @ the Library.

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The University Park Public Library Community Meeting Room is a 2,000 sq. ft. multi-purpose space located on the building’s third floor. The room is equipped with an overhead projector and screen, as well as a kitchenette that has a sink, refrigerator, and microwave. The room is available for nonprofit and for-profit groups. Room occupancy limits are 110 with chairs only, or 80 if the room is set with tables and chairs.

To request a reservation click, Submit A Request Online.

The library's Local History / Texana Room, and Study Rooms are also available to rent as detailed below. Fees for reserving all meeting rooms are determined by the City Council and can be found in the Master Fee schedule.

Community Meeting Room fees

Nonprofit organizations:

First 2 hours

$50

Additional 2 hours

$25

For-profit organizations:

First 2 hours

$300

Additional 2 hours

$200

Community Meeting Room staffing is $30 per hour after 6 p.m.

Local History / Texana Room

The Local History / Texana Room may be used by special request at the discretion of the Library Director or designee. This room is only available for use during the hours the library is open. Room occupancy is 20 people. Fees:

Nonprofit organizations:

First 2 hours

$30

Additional 2 hours

$15

For-profit organizations:

First 2 hours	$50
Additional 2 hours	$25

Study Rooms

Study Rooms can be rented by business professionals during non-peak study hours between 10 a.m. and 3 p.m. in one-hour increments for $30. For additional details and restrictions consult the Reservations section. The occupancy limit for the study rooms is six people.

Please note that all reservation requests must be approved by the Library Director and are subject to meeting room policies and procedures.

University Park Public Library - Meeting Room Policies and Procedures

Rental Agreement:

To request a reservation involving the University Park Community Meeting Room you must complete an application. Submit A Request Online. When a request is made, library staff or the Resident Online Center will inform the requester that their reservation is not valid until approved by the Library Director. The Library Director or designee will review the request and determine whether the use is appropriate. Use of the room for social events such as parties, showers, family reunions, receptions, and weddings will not be approved.

All methods of collection of admission or registration fees for any event in the Library’s meeting rooms are prohibited. Direct solicitation of monetary donations, including but not limited to, admission charges and the sale or goods and services are prohibited, except for programs sponsored by the Library or its affiliated groups.

Failure to comply with Meeting Room policies and Meeting Room Instructions (Appendix A) may result in the suspension of rental privileges. Applications may be rejected, and previously granted permission withdrawn, for violation of policies and procedures. All City of University Park Code of Ordinances apply to purposes and signage for the use of the Library’s meeting rooms.

Reservations:

Reservations will be made on a first-come, first-served basis. Reservations for the Library Community Meeting Room and the Local History / Texana Room can be made no more than one year in advance. One booking per month is permitted.

The Local History / Texana Room may be used by special request at the discretion of the Library Director or designee. This room is only available for use during the hours that the Library is open. No food is allowed in this room. The fee for the use of this room is included in the City of University Park’s Master Fee Schedule. The occupancy limit for this room is 20 people.

The Study Rooms can be rented for one-hour increments between 10 a.m. and 3 p.m. The fee for use of this room is included in the City of University Park’s Master Fee Schedule. After 3 p.m., these rooms are for group study only and can be used for up to two hours. There is no charge for the use of these rooms for students, and reservations can be made up to 48 hours in advance, or on the spot, depending on availability. Reservations can be made in person or by calling the library. The occupancy limit for the study rooms is six people.

The Library Community Meeting Room is available for use only on days that the Library is open to the public. It is available from 8:30 a.m. to 9 p.m. on Tuesdays, Wednesdays, and Thursdays, and from 8:30 a.m. to 5 p.m. on Fridays and Saturdays. The occupancy for this room is 110 if only chairs are used, or 80 if any combination of chairs and tables are used. Additional charges are applied for using the meeting room after 6 p.m.

Meeting rooms will be reserved upon application and approval; however, reservations are subject to cancellation if payment is not received within seven calendar days after application is made and approval is given.

Use of the Meeting Rooms by City Boards, Committees and City personnel and the Friends of the University Park Public Library shall take precedence over all other uses, even if an activity has been scheduled. In this instance, the renter will be notified as soon as possible by the City to make other arrangements.

Rental Periods:

Meeting rooms can be reserved for a maximum of eight (8) hours, fitting within the times the rooms are available. Meetings should conclude ten minutes before contracted time so that the meeting room will be cleared promptly.

Payment Policy:

The rental fees for the meeting rooms are included in the City of University Park’s Master Fee Schedule. Payment must be received within seven calendar days after the application is made and approval is received. The Library accepts payment by cash or check.

Damage Policy:

Organizations or groups conducting or sponsoring meetings shall assume total responsibility for any and all damages to the room and contents during the course of the meeting/function. The person making the reservation shall attend the meeting and designate an alternate when making the reservation.

Catering Policy:

Refreshments may be served in the Community Meeting Room; however, the Library does not furnish dishes or kitchen equipment. All facilities must be left in a clean and orderly condition.

Renters wishing to serve wine or beer must provide the City with a certificate or copy of its insurance policy(s) evidencing the coverage and coverage provisions identified below no later than ten (10) days prior to the rental term. All insurance companies and coverage must be authorized by the Texas Department of Insurance to transact business in the State of Texas and must have an A.M. Best’s rating A- or greater.

All such insurance shall name the City of University Park, its officers, employees, and agents as additional insured and provide for a waiver of subrogation against City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of the insurance. Each policy and renewals or replacements thereof shall provide that it will not be canceled, non-renewed or materially changed except with thirty (30) days advance written notice to City. Evidence of such insurance shall be provided to City by delivering certificate(s) of insurance and policy endorsements.

The insurance required under this paragraph shall provide for the following coverages and limits:

Commercial general liability insurance for bodily injury and property damage coverage in not less than the following amounts:

Limit of $250,000 for each person, $500,000 for each single occurrence for bodily injury or death, and $100,000 for each single occurrence for injury to or destruction of property.

Set Up/Tear Down:

Renters and their vendors must vacate the room promptly at the conclusion of the contracted time frame. The length of time required by any vendor to set up or break down for an event is included in the occupancy period for the renter. Renters must agree to leave the premises in good condition. Renters must return meeting room furniture to its original location at the conclusion of their meeting.

Decorations:

Nails or tacks are not to be used on meeting room walls or ceilings. Loose glitter and confetti are not permitted. Decorative materials must be colored with water-soluble dyes. Candles, incense, or any other open flames are not permitted.

Tobacco:

Tobacco is not allowed in the Library or any City facility.

Security:

The City of University Park reserves the right to determine if police security is required during a scheduled activity. Renters must supply the name and affiliation of speakers two weeks prior to the reservation. The City of University Park will determine the number of officers and hours required. The renter is responsible for this expense.

Renters can provide security of their choosing at their own expense, but must advise the library provide the name and credentials of the security company no later than two weeks prior to the event. The security officers must remain inside of the rented space and may not be in front of the building or in the building hallways. This does not preclude the City of University Park’s right to determine whether security is needed.

Occupancy Levels:

The occupancy levels posted by the Fire Marshal must be followed. The occupancy for the Community Room is 110 with chairs only and 80 with tables and chairs, and the occupancy for the Local History/Texana Room is 20 people.

Rights of Renters:

Renters shall not obstruct, interfere with, injure or annoy other users of the Library. The Library Director reserves the right to refuse application for any of the meeting rooms that will disrupt the normal use of the Library. Renters will comply with the University Park Public Library Code of Conduct.

Renters cannot sublease or assign its contracted space to another individual, group, or organization. All vendor space must be approved by the Library Director and, if applicable, by the Fire Marshal.