Meeting Rooms Policy: In an effort to provide a free community gathering place, the Flagstaff City-Coconino County Public Library offers two community rooms for use by outside agencies (one at the Downtown Library and one at the East Flagstaff Community Library). These agencies must be a non-profit community group or government agency.

User Groups in Order of Precedence:

LIBRARY MEETINGS and related activities.

CITY OF FLAGSTAFF and other governmental agencies such as Coconino County or the State of Arizona, for activities conducted and administered by the agencies and their affiliates.

LOCAL NON-PROFIT COMMUNITY GROUPS for the purpose of conducting business meetings, workshops, and informational/educational activities. Commercial programs, for-profit, and personal social functions are not permitted.


Users must be 18 years or older to reserve the room.  Groups under 18 must be supervised by an adult at all times.

Scheduling will be made on a first come, first served basis. Non-governmental groups that meet on a regular basis may schedule the room three months in advance.

There is no charge for using the community room; however, if loss or damage to library property occurs, or if cleanup is deemed necessary, the user group will be held financially responsible.

All community group activities must be open to the public, and there should be no admissions charged, donations solicited, sales presentations, sales transactions, or commercial endeavors of any kind. Any publicity should not imply library sponsorship of the group’s activities.  Advertising is the responsibility of the person or organization using the room.

Check in at the Youth Services Information Desk at the Downtown Library or the Information Desk at the East Flagstaff Community Library in order to have the room opened. Library staff will ask that some form of identification be left until the completion of the activity.  Users must be cleaned up and leaving the room by the end of their scheduled time.  All tables and chairs must be returned to designated storage areas.
Use of the community room shall not be granted if: it has been determined that activities would be disruptive to the ordinary business of the library, if materials such as paint or other potentially hazardous supplies are used, or if the nature of the proposed activity would result in unsafe use or damage to furniture, equipment, or the building, as determined by the Public Services Department.  Future use of the room may be denied if any of the guidelines are abused.
Cancellations and scheduling changes must be made at least 24 hours in advance. Because of high demand for use of the community room, NO-SHOWS may result in denial of scheduling in the future.
Occupancy is limited to 41 people in the Jan Romero Stevens Community Room and 67 in the East Flagstaff Community Library Meeting Room as determined by the City Fire Marshall. The signature registrant is subject to citation for fire code violations, should room capacity be exceeded.

Several 36”x 72” tables, chairs, a lectern, a screen, and a writing board are available. THE USER MUST FURNISH AUDIO-VISUAL EQUIPMENT.  Damaged items will be replaced at the cost of the responsible party and will be appraised at current prices. 

Please, do not remove pictures from the walls; large sheets of paper may be taped to the writing board when needed. Users are responsible for putting everything back where it was found. Library staff does not set up nor take down furniture.

Food and beverages are not allowed in the library, including the community room.

Children under the age of 10 may not be left unattended in the Youth Services Department while their parents are attending activities.
The group must secure necessary public performance licenses for showing of videos, films, or other media. The library assumes no responsibility for violation of U.S. copyright law.

Signs, decorations, or advertisements may not be displayed on either the interior or exterior of the building.

Only assistance animals are allowed in the library.

Use of this room does not imply endorsement by the Public Library of the policies or purposes of any group.

All statutes and ordinances of the federal, state, county, and city governments shall be enforced, including the prohibition of weapons, smoking, and the consumption of intoxicating beverages or illegal substances. The City of Flagstaff is not liable for damaged, lost, or stolen articles or for damages to any person for injuries, including death.

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Last updated on May 2, 2017

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