Tomball Meeting Room Application
- Please call Tomball at 832-559-4200 to confirm availability of the room prior to filling out this form. All other HCPL meeting rooms can be booked throughh the links available on the Meeting Rooms page.
1. Purpose: The meeting rooms of the Harris County Public Libraries may be used by the general public during the regular hours that the library is open. The meeting rooms may be reserved for meetings, programs, seminars, and exhibits.
- a. All meetings must be open to the public.
- b. Prohibited Activities: Library meeting rooms and event spaces may not be used for any activity that is incompatible with the library environment or interferes with its operations. The solicitation or sales of products or services, charging admission or registration fees, and/or soliciting donations other than in conjunction with a program or event sponsored or hosted by the Friends of the Library organization are prohibited. Examples of other prohibited activities include but are not limited to:
- Anniversary celebrations
- Birthday parties
- Private parties
- Trade shows
2. Space Priority
- a. Library-related functions will be given first priority.
- b. Other requests will be considered on a first-come, first-served basis. Any previous approvals may be canceled at any time if the room is needed on an emergency basis for official governmental business or the reservation conflicts with library programming. The reservation shall be canceled and may be rescheduled at the group's request.
- 3. Reservations
- a. There is no charge for the use of the library meeting rooms.
- b. Requests for the use of the meeting room may be made in person or online by completing the online Meeting Room Application. This form must be submitted online. Requests for renewals may be submitted in person or online. As with the original request, an application form must be completed and approved before the requested meeting date.
- c. Advance registration requests can be submitted no more than twelve weeks (3 months) in advance.
- d. To ensure equitable use of library facilities, the library reserves the right to limit usage no more than three (3) meetings per month.
- e. Reservation requests are moderated. You will be contacted within 2 business days of your request. Your request is not confirmed until you hear from the library.
- f. The length of time needed for the meeting room should include time for setting up the meeting room and putting it back in order at the end of the meeting.
- g. The designated contact person for the meeting must be present throughout the meeting.
- h. The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damage that may occur as a result of the use of the facilities. Permission to use the library meeting rooms may be withheld from groups whose members or invitees damage the room, carpet, equipment, or furniture, or fail to comply with these rules and regulations. Individuals causing disturbances during meetings will be asked to leave.
- i. Reservations are not automatically renewable.
- j. Cancelations by either the group or the library must be made 24 hours in advance of the meeting date.
4. Usage Rules
- a. The individual making the reservation, as well as the membership of the group as a whole, agree to comply with all applicable federal, state, county, and city ordinances, rules and regulations now in force or which may hereafter be enacted or promulgated.
- b. Room set-up and take down are the group’s responsibility. No additional furniture or equipment other than that already available in the meeting rooms will be provided unless prior arrangements have been made.
- c. If the representative of the group who has reserved a room fails to check in with the library staff within thirty (30) minutes of the start of the reservation, the library may, at its discretion, cancel the reservation.
- d. The group shall leave the room in the same condition as it was found at the beginning of the meeting. The authorized representative of the group must report to library staff at the end of the meeting. Library staff will conduct a walk-through after each meeting to verify that the rooms, fixtures, and equipment are left in proper order.
- e. Meeting rooms are available during hours when the library is open. Groups must vacate the meeting room 15 minutes before closing time.
- f. Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshall. In accordance with this, open aisles must be maintained to provide clear access in case of emergency.
- g. The library will not be responsible for lost or damaged materials used in exhibits or programs.
- h. Groups must obtain permission from the branch librarian before affixing articles to the walls in the meeting rooms.
- i. The individual making the reservation, as well as the membership of the group as a whole, agree to indemnify and hold the County harmless from and against any and all losses, expenses, demands, and claims made against the County arising in any manner from such group's use of the library facilities, whether such losses, expense, demand, or claim made against the County is caused by the County's negligence or not.
- j. Light refreshments may be served, but groups may not prepare food on library property. Groups are responsible for cleanup.
- a. Audio-Visual Equipment: Availability varies by location.
- b. Staff can offer limited assistance with equipment. It is the group’s responsibility to determine if equipment is compatible with the Library’s equipment.
- c. Usage of Library computers must comply with the Library’s Computer Use Policy & the Acceptable Use Policy for the Internet.
- Failure to follow this policy may result in the loss of future reservation and use privileges. In publicizing a meeting to be held in a library meeting room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization, or include the library’s contact information in their publicity. Permission to use a public gathering place does not constitute an endorsement by the Library of the program or point of view expressed.