Meeting Spaces  <<  Services  <<  Your Library

The Library provides conference, meeting, seminar, and auditorium space as a service to the community. Individuals and non-profit organizations may use space to conduct non-profit activities which support the Library's mission. Meeting spaces are not available for purely social purposes or for the benefit or self-promotion of individuals or commercial concerns. All activities must be free and open to the public.

Seventeen DeKalb County Public Library branches have multipurpose meeting spaces.

• Meeting Room Questions and Answers.
• Libraries with Meeting Spaces,
• Meeting Room Space Policy,
• Seminar Room Guidelines.

Meeting Space Questions and Answers

How do I qualify to use a meeting space at the library?

• You must have a current, unblocked DeKalb County Public Library card.
• You must meet the eligibility requirements as defined in the DCPL Meeting Space Policy.
• You must complete the meeting space application and pay the required fee.

How much is the fee?

• A $20 non-refundable fee is charged for each use of a meeting room.
• A $75 non-refundable fee is charged for each use of the auditorium at Decatur Library.

How do I reserve a meeting space?

An application must be submitted for each meeting space use.

• Request the application in-person, by telephone or fax.
• Submit the application in person to the location being requested.
• Submit the non-refundable fee.
• Submit at least 14 days but no more than three months prior to your event.

You will be notified of approval within one week. While approval is pending, the meeting space date you requested will be held for you. If your application is denied, the application fee will be refunded by mail within two weeks.

Library staff can discuss dates, policies, procedures and equipment availability with you by telephone or in person. You may also request a tour of the meeting space.

When can spaces be used?

Events must begin during library hours of operation. Since library hours vary from branch to branch, contact the branch of your choice to determine availability. If use of the meeting space is to extend after library hours, the person in charge of the meeting must receive closing instructions.

How large are the spaces and how are they equipped? Can food be served?

Rooms vary in size and maximum occupancy (as set by the DeKalb County Fire Marshal). Occupancy levels are listed below.

All library meeting spaces have tables, chairs, a speaker's podium, and access to kitchen facilities with a refrigerator, sink and microwave oven. Some have large coffee pots and audiovisual equipment available. Please check with individual branches to reserve equipment. Refreshments are restricted to the following:  coffee, tea, soda, punch, cookies, bagels, doughnuts, fruits, vegetables, chips and dip.

What happens if I need to cancel?

The fee is non-refundable. However, if you cancel at least 48 hours in advance of your event, you may reschedule for another date at no additional cost. If your event is cancelled by the library, your fee will be refunded by mail within two weeks.

What are my responsibilities for using the meeting space?

• Arrange furnishings for meeting and return them to their original arrangement.
• Follow all policies and procedures outlined by library staff and the Meeting Space Policy.
• Comply with the maximum occupancy limit and the No Smoking Policy.
• Complete the Meeting Space Security/Exit Checklist.
• Take precautions against damage to the meeting space and kitchen facilities.
• Provide program information and detailed directions to your attendees.

The library is not responsible for your equipment, supplies, materials or other items. Equipment owned by you may not be stored in the library. Items and supplies needed must be brought on the day of the scheduled activity and removed at the end of the activity. Library staff is not available to deliver messages to program participants.

Can I publicize my event in the library?

Publicity is the responsibility of the individual or group reserving the meeting space. In advertisements, please include the date, time, location, directions to the library, and the contact number of the sponsor for additional questions. The library's telephone number and address may not be used to direct questions about your event or to receive mail. If your group would like to publicize its event in the library, please submit publicity to Library Administration for approval.

Libraries with Meeting Spaces:

Please contact the individual branch to discuss equipment availability.

Seminar rooms are available at:

• Chamblee
• Decatur
• Dunwoody
• Redan-Trotti
• Tucker-Reid Cofer
• Stone Mountain-Sue Kellogg
• Wesley Chapel-William C. Brown

Meeting Space Policy

DeKalb County Public Library provides meeting space for library-sponsored or co-sponsored programs. The meeting space may also be used by individuals or non-profit organizations for the purpose of non-profit activities supporting the Library's mission; however, the Library's meeting space is intended for use primarily by the Library, DeKalb County government, and city governments which provide continuing financial support to the Library. Priority for use will be given to Library-related programs.

Requests for use of the meeting rooms will be considered on a space-available basis. Meeting spaces are not available for purely social purposes, or for the benefit or self-promotion of individuals or commercial concerns. Permission to use a meeting space does not constitute endorsement of a group's policies or beliefs by the Library. The Library reserves the right to revoke permission for the use of any meeting space.

Organizations using the meeting space must observe the following regulations:

1. All programs and meetings must be open to the public.
2. Applications for use of the Library's meeting space must be submitted on a single-event basis.
3. Admission fees, collections and donations are prohibited.
4. Fundraising activities, other than those which benefit the Library, are prohibited.
5. No products or services may be displayed, advertised or sold on Library premises, except when the library is benefited.
6. Noise, music, and other activities which interfere with the Library's operation are prohibited.
7. The Library assumes no responsibility for security during meeting. The user is responsible for hiring security personnel or summoning the police if required.
8. The Library may require that programs and meetings take place or begin during the Library's normal hours of operation.
9. The Library reserves the right to cancel or re-schedule a meeting space reservation at any time.
10. The Library Board of Trustees reserves the right to review any and all applications. The Board may reject applications that do not comply with this policy.
11. Fees assessed to defray the cost of operating the meeting spaces are set by the Board of Trustees. These fees are non-refundable.
12. Failure to comply with this policy and/or the procedures established by the Library may result in suspension of the privilege of using the meeting space.
13. The Library Director is instructed to implement the foregoing policy with procedures as required.

Approved:  DeKalb County Public Library Board of Trustees - September 25, 1995

Amended:  October 25, 2005

Seminar Room Guidelines

Seminar rooms are available at: Chamblee, Decatur, Dunwoody, Redan-Trotti, Tucker-Reid Cofer, Stone Mountain-Sue Kellogg, and Wesley Chapel-William C. Brown.

1. Seminar rooms are available on a first come, first serve basis for study, small group discussions and volunteer tutoring sessions. They are not for business use or game playing. These rooms are courtesy study rooms. Noise must be kept to a minimum or time in the room will be forfeited. The librarian may deny future use of the room based on past incident reports.
2. Users of seminar rooms must sign in at the Reference Desk and must present a current unblocked DeKalb County Public Library card or substitute identification. Library staff will open room. When leaving the room, user should close door and notify person at the Reference Desk that room is vacant.
3. Seminar rooms may be reserved in-person or by phone up to two weeks in advance if the person is a literacy tutor on the approved provider list. One advance booking per person/group is allowed. Reservations will be held for 15 minutes, then the room will be made available for other patrons.
4. Users of seminar rooms may book a room for up to two hours at a time. If no other patron has requested use of the room, the current user may extend their time beyond the two-hour limit until the room is requested by another patron.
5. Seminar room users may use rooms for up to 6 hours per calendar week (Monday - Saturday). Time for "no-shows" will be applied toward total hours for the week.
6. Seminar rooms must be left in the condition in which they were found and all trash must be placed in trash container. Charges will be assessed and billed to the adult cardholder if damages are noted.
7. Markers for rooms equipped with dry-erase boards are available at the Reference Desk. Markers must be returned to the Reference Desk when user leaves. Do not use any other markers on the dry-erase board.
8. Please check with the reference staff before taking reference materials into the seminar rooms.
9. The library is not responsible for items left in the seminar rooms.