Meeting Rooms

Click here for the library’s policy related to meeting room use.

Meeting Room Guidelines

Eligibility

Meeting rooms are generally reserved for groups of 4 or more. Smaller groups may be better suited to a Study Room.

Requests can be placed up to 60 days in advance for customers eighteen (18) years of age or older. That individual must be an official representative of the entity and be able to sign a contract in the entity’s name.

Reservations

Use of meeting and community rooms for library purposes takes precedence over all other uses. For times when a meeting room is not needed by FCPL, requests for use are considered on a first-come, first-served basis up to 60 days in advance.  Meeting rooms are available for reservation during library business hours, excluding library holidays. Reservations are not recurring and must be submitted separately.

Rooms are only available for the duration of the booking. Make sure to reserve enough time for setup and clean up.

Meeting attendance may not exceed the room capacity shared below.  Chair and table availability varies by branch and should be confirmed during the booking process to ensure the expected number can be met.

Customers who arrive more than 15 minutes late may find their reservations released.

Responsibilities

Library

Available space varies significantly between branches, and not all are able to accommodate every need or request. 

Library staff will attempt to provide basic tech support to the extent that service demands allow. 

If the library closes due to unforeseen non-weather emergencies, the library will notify the organization’s contact person listed on the meeting room reservation.  

Plastic bags, waste cans, and disposal of bagged trash will be provided.

Customer

Customers are encouraged to preview library equipment prior to their reservation if technology is required. Please refer to branch staff for preferred time to do so.

Supplies needed for the meeting are to be made available by the organizer.

Beverages and light refreshments may be served in all rooms. Meeting rooms must be left clean with all trash bagged for disposal. 

All event/meeting organizers and attendees are responsible for arranging the room to meet their needs. Before the end of the reservation, they must reset the room to its original condition and furniture arrangement, ensuring they have exited the building by closing. 

During inclement weather, the organization’s contact person should check broadcasts on local media stations to determine whether the library is open. Informing participants of the cancellation is the responsibility of the meeting organizer. 

Updated October 1, 2025