Meeting/Study Rooms available at Libraries

If you are interested in using one of our meeting or study rooms:

1. Read Meeting Room Policy | print version [8K PDF]

2. Contact the library to check availability

2. Read and sign Meeting Room Rules | print version [12K PDF]

3. Complete Meeting Room Use Form

2. Location of Meeting/Study Rooms

3. print version [10K PDF]

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Meeting Room Policy

print version [8K PDF]

As a community service, meeting rooms are available for use by members of the public when not being used by the Library System. Library sponsored and co-sponsored programs have priority over all other room reservations.  Rooms are available for use, within the guidelines and priorities of the “Meeting Room Policy,” by all groups regardless of the beliefs or affiliations of any group or its individual members.

As a noncommercial, governmental service, the Library System reserves the right to determine if the sole or primary purpose of a meeting is for the commercial promotion or sale of any product or service and to prohibit meetings determined to be primarily for this reason.

No funds of any kind or admission fees may be solicited or collected at the Library. Sale of products or services is not permitted on Library property.

Group activities may not interfere with the conduct of library business. Activities of a vigorous or dangerous physical nature such as aerobic exercise or gymnastics classes are not permitted.  Activities involving the presence or use of any firearms, live ammunition, or hazardous substances are not permitted. (This restriction is not intended to preclude use of the facilities by law enforcement personnel in the normal scope of their duties). Meeting rooms may not be used for purposes prohibited by City, County, State, or Federal law. Meeting Room users must abide by the posted “Rules of Conduct.” Attendance may not exceed posted legal capacity.

The booking of a group, and the content of its subsequent meeting, does not constitute an endorsement of, or any opinion about, the philosophy of such group by the Library or the City.

Meeting rooms are available only during the posted open hours at any location.

Requests for reservations will be acted upon within 5 business days. 

Failure to abide by the Library’s Meeting Room Rules may result in loss of the privilege to reserve and use meeting rooms, and may also result in the Library staff’s immediate termination of such scheduled meeting and removal of such group from the Library. In addition, penalty fees will be assessed against the reserving party for failure to abide by Meeting Room Rules. The individual reserving and using a meeting room is required to have a valid library card and be in good standing with the Library System. The reserving party must be in attendance at all times during any use of the meeting room.  Neither the name nor the address of any library in the Library System may be used as the address or headquarters of any organization meeting in the library.

Only Library Administration may grant exceptions to the Meeting Room Policy and Rules or deny library meeting room privileges as a result of violations of the policy and/or rules.

Approved:  City Attorney’s Office-June 2005.  Adopted by the Library Advisory Board on August 4, 2005.  

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Meeting Room Rules

1. print version [ 12K PDF] | meeting room use form
3. 1. Reservations are made through the individual library, either by phone or in person, and are scheduled on a first come, first-serve basis within adopted priorities. The following priorities (in order listed) govern the reservation of library meeting rooms:

• Library meetings and activities
• Activities co-sponsored by the Library or activities conducted by groups whose primary purpose is to support the Library
• Albuquerque/Bernalillo County activities
• Activities sponsored by other governmental or government related entities such as Neighborhood Associations or elected officials
• Activities sponsored by community based charitable and other non-profit organizations
• All other activities including but not limited to commercial activities.

1. 2. Rooms may be reserved up to 6 months in advance. No more than 12 meetings may be scheduled during that six month period. Initial reservations may be taken over the telephone or via other electronic means. The reserving party must sign the library’s agreement and return it prior to the confirmation of a reservation to use the space. A signed agreement must be on file at the library to be used prior to the use of the room.

3. Any group that reserves meeting room space and fails to use the space at the specified time without notifying the Library in advance may lose the privilege of reserving library meeting rooms for up to six months.

4. Meeting rooms are available during hours the library is open. Meeting rooms must be vacated 15 minutes before the library closes. Any group or individual who does not vacate in a timely fashion may be subject to the loss of meeting room privileges for up to six months.

5. The individual reserving the room is required to have a valid library card in good standing and be at least 18 years old. This person will be designated as the responsible party and must be in attendance for the entire event.

6. The individual reserving the room will be responsible for the group’s orderly conduct while using the rooms. Setup and cleanup of the tables and chairs, including returning furniture to the original locations, is the responsibility of the reserving party. Failure to leave the meeting room space in the same condition as when the group arrived will result a cleaning fee of $25 or more charged to the reserving party and/or loss of the privilege to reserve library meeting rooms.

7. No food or drink will be allowed in the rooms without prior permission. If permission is granted, a cleaning fee may be charged.

8. Unless prior arrangements are made, and the program is co-sponsored by the library, use of the meeting room does not include use of the library’s network connections or any equipment.

9. Nothing can be displayed or affixed to walls. All display materials must have prior approval. Display materials may not interfere with normal library business.

10. No funds of any kind, nor admission fees may be solicited or collected at the library. Sale of products or services is not permitted.

11. The library system does not permit groups to store their property in library buildings. No group may consider the library its permanent meeting place nor may any group use the library as its mailing address. Group activities and room use may not interfere with library business. The library system reserves the right to enforce fire codes, noise limitations or any other rule approved by the Library Board. The library establishes capacity for each room. Groups are responsible for ensuring that attendance at meetings does not exceed capacity.

12. The library reserves the right to cancel any reservation for failure to follow library rules, to preserve a safe environment, or for any emergency that may arise.

13. Library managers will determine whether or not library cards will be used to reserve study rooms and if individuals younger than 18 may reserve a study room. Otherwise, both the Meeting Room Policy and the Meeting Room Rules cover the use of study rooms.

14. Failure to abide by these rules will include fees or loss of the privilege to reserve library meeting rooms and study rooms.

I have read and agree to abide by these rules:

Signature: _____________________________________ Date: ________________

Print Name: _________________________________________________________

Fee Schedule:

1. Cleaning Fee (if necessary) $25.00 or higher

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