Meeting Room Policy
In an effort to provide a free community gathering place, the Flagstaff City-Coconino County Public Library (“Library”) offers meeting rooms to groups and individuals to serve an educational, cultural, or civic purpose. In an effort to serve as many people as possible, the Library may limit the number of times a single group or individual may use the rooms per month. Use of meeting rooms does not imply that the Library sponsors or endorses the policies or purposes of the user group/individual. As such, users of Library meeting rooms must include the following disclaimer on all flyers, promotional materials, and other advertising: “This program is not sponsored, nor endorsed by the Flagstaff City-Coconino County Public Library. All views and opinions expressed therein do not necessarily reflect the views or positions of the Library.”
Who can use the rooms?
Large rooms are intended for use by non-profit or community groups for the purpose of conducting meetings, workshops, or informational/educational activities.
Small rooms are intended for use by individuals for the purpose of engaging in informational/educational activities and attending employment or social service interviews.
The contact name on the meeting room request form will be considered the responsible user for the group, must be 18 or over and must remain in the room during use.
Who cannot use the rooms?
The Library does not permit commercial programs, for-profit organizations, individuals conducting for-profit work, or personal social functions (e.g. baby showers, birthday parties, graduation celebrations, etc.) to use our meeting spaces.
The Library will not grant use of the meeting room if the activities would be disruptive to the business of the Library or the activity might result in unsafe use or damage to furniture, equipment, or the building, as determined by the Library staff.
There may be no admissions charged, donations solicited, sales presentations, sales transactions, or commercial endeavors of any kind.
Meeting Room Procedures
The Flagstaff City-Coconino County Public Library provides four rooms:
Downtown Community Room = Occupancy 41
Downtown Conference Room = Occupancy 10
Downtown Study Room = Occupancy 4
East Flagstaff Community Library Community Room = Occupancy 75
When can I use the rooms?
Our rooms are available on a first come, first served basis.
Scheduling of the community rooms must be made at least 48 hours in advance. Depending on library hours of operation and staff availability, approval may take longer than 48 hours.
Scheduling of the conference and study rooms can be done in advance. If the rooms are unscheduled, they can be used on a first come, first served basis.
Groups may schedule no more than six weeks in advance.
Groups can book the rooms for up to 3 hours.
All activities in the meeting rooms must be scheduled during the Library’s hours of operation; the rooms are only available 30 minutes after opening time and until 30 minutes prior to closing time.
All room activities must end 30 minutes before the Library closes.
If the smaller rooms are unavailable, small groups may request the larger meeting rooms based on availability.
The Library reserves the right to change or cancel any meeting if circumstances at the Library so demand, including room reassignment based upon size of the group.
What do I need to know about the rooms?
The Library does not charge for using meeting rooms; however, if loss or damage to Library property occurs, or if cleanup is necessary, the group/individual will be charged.
Signs, decorations, or advertisements may not be displayed on either the interior or exterior of the Library without prior approval.
Children under the age of 10 may not be left unattended in the Library while their parent or guardian is attending an event.
Users are responsible for set-up and clean-up of our rooms. Please consider setup/cleanup time needed and book accordingly. We schedule back-to-back reservations and you are expected to exit the space on time.
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 is not liable for damaged, lost, or stolen articles or for damages to any person for injuries, including death.
Materials, such as paint, glitter, potentially hazardous supplies or open-flame may not be used.
Meeting room doors must remain unlocked at all times while in-use.
If concerned about technology needs, please call either the Downtown or East Flagstaff Community Library to schedule a time to test equipment.
Groups must secure necessary licenses for showing of videos, films, or other media. The Library assumes no responsibility for violation of U.S. copyright law.
What is provided in the rooms?
Meeting room user assumes responsibility for proper use of equipment. Equipment may not be moved from room to room.
Downtown Community Room:
There are several 36”x 72” tables, chairs, a lectern, a television display, a laptop computer, a Blu-Ray/DVD player, and a writing board available for use. Equipment accepts HDMI and USB input. A technology bag can be checked out at the front desk, which includes: HDMI cable, ethernet cable, TV remotes, dry erase markers, and wireless mouse.
Technology Support may be provided only if staff is available.
Groups are responsible for returning all items to the designated storage areas.
East Flagstaff Community Library Community Room:
There are several 36”x 72” tables, chairs, a lectern, a projector screen, two televisions for display, and a writing board available for use. If desired, groups may furnish their own audio-visual equipment. Equipment accepts HDMI and USB input. A technology bag can be checked out at the front desk, which includes: HDMI cable, ethernet cable, TV remotes, dry erase markers, and wireless mouse.
Technology Support may be provided only if staff is available.
Groups are responsible for returning all items to the designated storage areas.
Downtown Conference Room:
There is one large conference table, chairs, a writing board, a television display, a laptop computer, a conference phone and a Blu-Ray/DVD player. Equipment accepts HDMI inputs.
Technology Support may be provided only if staff is available.
Downtown Study Room:
There is a small table available, four chairs, and a computer.
Once You’ve Booked:
The responsible user must check in on time. Reservations may be forfeited if the responsible user has not checked in within the first 30 minutes of the reservation.
All Downtown meeting rooms = Check in at the Information Desk
East Flagstaff Community Library Community Room = Check in at the Front Desk
The responsible user must leave a form of identification with Library staff until the group/individual is finished with the room.
If you need to cancel, you will find a cancellation button at the bottom of your confirmation email. You may also call the Downtown Library or the East Flagstaff Community Library to cancel.
Because of the high demand for use of our meeting rooms, NO-SHOWS or any abuse of the policy may result in denial of use in the future.
All users of the meetings rooms must adhere to the Library’s behavioral and technology policies.
If you are looking for a space for a large group and our rooms do not meet your needs, please contact Jessica Young, Sales and Marketing Manager for the City of Flagstaff, at 928-213-2920.