Meeting Rooms FAQ

Who can use the meeting spaces?
To use a Library meeting space, an applicant must have a current DeKalb County Public Library card not blocked by unpaid fines or fees. The application must be filled out completely, meet the eligibility requirements as defined in the Meeting Space Policy and be accompanied by 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 the 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, fax or download a .PDF
• 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 Department). 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?
Your responsibilities are to:

• 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.

Library staff is not available to deliver messages to program participants. 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.

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.