Library Services

Library Meeting Rooms

2022 Applications for Use of Meeting Rooms are being accepted at this time. See Steps 1,2 and 3 below. Once your application has been processed, you will be contacted by the Library regarding reservations for 2022.

Meeting Rooms are available at all locations of the East Baton Rouge Parish Library System. Information on the size of the meeting rooms and accommodations at each library can be found here (Step 1).

The primary purpose of these rooms is to provide space for activities and programs related to the Library's goals and objectives. When not required for library purposes, the rooms may be scheduled free-of-charge by non-profit community organizations and parish governmental agencies, subject to the approval. Persons requesting meeting room space must be residents of East Baton Rouge Parish and must have a library card with the East Baton Rouge Parish Library.

The fact that the East Baton Rouge Parish Library and the Library Board of Control have authorized a group to meet in the Library does not constitute endorsement or sponsorship of the organization or the views expressed by the group as a whole or by individual participants in the meetings.

In order to use the meeting rooms, organizations must make application in accordance with the directions and guidelines outlined in this policy. Contact information and meeting schedules must be updated annually in December. We strongly encourage groups to make their application online and we will be happy to assist you in the process.


Meeting Room Pre-Approval Process

Here is the information you'll need to know.

Please take a moment read these two sections.

  1. Important Meeting Room Procedures
    This section covers the How's and Who's.
  2. Meeting Room Policy
    This section covers the Where's and When's.
  3. Fee Schedule
    This section covers costs

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Important Meeting Room Procedures

All groups using the Library Meeting Rooms must follow the guidelines that apply to all Library activities. Groups that use the meeting rooms occasionally have speakers at their meetings. These speakers must abide by the same restrictions that are required for Library programs.

Groups and individuals attending a meeting in a Library Meeting Room may conduct routine business such as dues collections and exchanging business cards. However, groups and individuals may not conduct sales, solicit donations, or solicit signatures or survey responses within the public service areas of the library and its environs.

Organizations and speakers are not allowed to distribute business cards or information about themselves, their businesses, and their products in public service areas of the library and its environs. Printed information may be placed on a table in the meeting room where anyone who might be interested can pick up the information.

Contact Person for your Group

On the application for use of the Library’s meeting rooms, your organization provides the Library with the name of one person who will serve as liaison to the Library. All information from the Library will be sent to that person. It is important that we have accurate information on each contact person listed, in case of an unforeseen event or closure of the Library. Please notify the Library immediately at 231-3708 or email ebrplmeetingrooms@ebrpl.com if the liaison or the contacts of your group change.

Reserving Library Meeting Rooms

Only the liaison of your organization listed on your group’s application is allowed to reserve library meeting rooms. Committees and other groups are allowed to meet, even if officers may not be present. However, only the designated individuals will be allowed to reserve rooms. To verify the names currently on file at the library, or for scheduling problems, call the Main Library Meeting Room Office at 231-3708 or emailebrplmeetingrooms@ebrpl.com.

Signing in for Use of the Meeting Rooms

Groups that are meeting at the Library are required to sign in before their meetings and sign out at the end of the meetings. Forms are available at the Circulation Desk. The representative of the group will be asked to sign his name, give the time the group came and left, and the total number of people in attendance.

Publicity on Meetings Held at the Library

Groups must notify the Library if they are having a speaker that they are advertising in the newspaper, on radio or television, or through posted announcements. The group liaison should discuss the program with the Meeting Room Office at the Main Library or with the Head of the Branch Library where the group will meet.

Copies of all publicity that your organization sends to the print, radio, or television media about any meetings to be held at the Library should be sent to:

Public Relations
East Baton Rouge Parish Library
7711 Goodwood Blvd.
Baton Rouge, LA 70806
pr@ebrpl.com

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Meeting Room Policy

Meeting Rooms are available at all locations of the East Baton Rouge Parish Library System. Information on the size of the meeting rooms and accommodations at each library is included online at www.ebrpl.com/LibrarySerivces/MeetingRooms.html and in the Application Packet.

The primary purpose of these rooms is to provide space for activities and programs related to the Library’s goals and objectives. When not required for library purposes, the rooms may be scheduled free-of-charge by non-profit community organizations and parish governmental agencies, subject to the approval of the East Baton Rouge Parish Library Meeting Room Committee. Persons requesting meeting room space must be residents of East Baton Rouge Parish and must have a library card with the East Baton Rouge Parish Library.

The fact that the East Baton Rouge Parish Library and the Library Board of Control have authorized a group to meet in the Library does not constitute endorsement or sponsorship of the organization or the views expressed by the group as a whole or by individual participants in the meetings.

In order to use the meeting rooms, organizations must make application in accordance with the directions and guidelines outlined in this policy. Contact information and meeting schedules must be updated annually in December.  We strongly encourage groups to make their application online and will be happy to assist you in this process.

If groups or individuals violate any of these policies, the East Baton Rouge Parish Library Board of Control or the Library Director retains the right to cancel subsequent use of the meeting rooms by the group.

Groups Allowed to Use the Rooms

During the operating hours of the Library, if not needed for library purposes, the rooms may be reserved free-of-charge by community-based civic, corporate, cultural, educational, professional, political, recreational and religious organizations, alumni planning groups, and organizations sponsoring public hearings, as well as agencies of the city-parish government, subject to approval. Groups or individuals who wish to reserve a room for private, social, commercial, or promotional use may contact Library Administration to request the use of library facilities; such use is limited to specific locations and circumstances and rental fees will be assessed.

Such non-traditional use will be decided on a case-by-case basis and will depend on the Library's capacity to manage the event as well as how closely the event parallels the Library's mission.

Process to Reconcile Issues Relating to Non-Profit Status Determination

Determination of Non-Profit Status: In the event of a question as to the Non-Profit Status of a group wishing to meet in the Library, the group will be asked to provide Library administration with a copy of their Letter of Determination as sent by the IRS.

Groups Not Allowed to Use the Meeting Rooms

Library meeting rooms are not available to out-of-parish groups. However, use of meeting rooms on an occasional basis for informational meetings for the general public may be scheduled by agencies of the State or Federal Government, statewide organizations, or out-of-parish groups.

Groups should still complete a meeting room application.

Meeting Room Rules
  • Youth organizations must have an adult sponsor present at all times.
  • Possession and/or use of alcoholic beverages and controlled substances in or on library property are prohibited except with written permission of Library Administration and possession of appropriate legal limits.
  • Gambling in any form is prohibited; smoking and other uses of tobacco are prohibited throughout the Library.
  • Authors may sell their works at announced "Author Parties" or "Autograph Parties." Generally, the Library cannot accommodate vendor expositions or multi-vendor sales because of the workload involved.  Events for which the main purpose is vendor sales must be approved and scheduled through Library Administration; a fee will be assessed for this non-traditional use of Library Meeting Rooms.
  • Standard fire code regulations prohibit any open flames, burning candles, and flammable, combustible, and hazardous materials in the Library.
  • Groups are not allowed to move the temporary walls.
  • Groups must comply with stated occupancy limits for each space.
Responsibilities of Organizations Using the Meeting Rooms

The applicant organization is responsible for discipline and reasonable care of the meeting rooms, furnishings, and kitchens (where available), and is financially responsible for damages to facilities, equipment or contents. Groups are responsible for setting up the meeting rooms for their own use.

  • Meetings will be scheduled to allow time for setup and take down. Library furniture, special equipment, audiovisual and public address equipment and systems must be scheduled in advance.
  • The organization must leave the meeting rooms in an orderly condition. The organization must remove any clutter and trash caused by its activities. Trash containers and/or trash bags will be made available.
  • Hospitality facilities are available in the new branch libraries. Only light refreshments may be served, such as cookies, sandwiches, sack lunches, coffee, tea and soft drinks; however, because of problems with permanent carpet stains, groups are not allowed to serve beverages that may stain the carpet.
  • Failure to observe these requirements may result in loss of meeting room privileges.
Reserving Meeting Rooms
  • Meeting rooms are currently available at the Main Library, the Bluebonnet, Greenwell Springs Road, and Jones Creek Regional Branch libraries, and at the Baker, Carver, Central, Delmont Gardens, Eden Park, Fairwood, Pride-Chaneyville, River Center, Scotlandville, and Zachary Branch libraries. Details on meeting room sizes and accommodations at each outlet are included in the Application Packet. The assignment of a room or rooms to a group is the responsibility of the library staff and is based on the group’s size and equipment needs.
  • All meetings must be held within regular library hours. Groups must end their meetings at least 15 minutes before the library closes. Hours for the Main Library and the branches are included in the Application Packet.  On rare occasions a group may be granted an after-hours booking; a rental fee will be assessed.  See Fee Schedule.
  • Meeting rooms may be reserved by adults only. Youth organizations must have an adult sponsor.
  • If a group cancels the use of a meeting room, the contact person must notify the library 24 hours in advance of the scheduled meeting. Failure to do so may result in loss of room privileges.
Additional Information
  • The Library is not responsible for equipment, supplies or other items owned by a group and used in the library.
  • Free wireless access to the Internet is available at all library locations. However, the Library cannot ensure that you will be able to make a wireless connection.
  • The Library does not provide storage space for individuals or organizations.
  • The Library must not be used as the official address or headquarters of any group or organization.
  • It is the intent of these policies to prohibit any one group or organization from dominating the use of the meeting rooms. Generally, no more than one meeting per week will be scheduled for any individual group.
  • If an emergency requires closing the Library, every effort will be made to notify a contact person for the group. When the Library reopens, reservations will be honored as scheduled.

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Fee Schedule for Non-Tradition Use of Library Meeting Rooms
Non-Traditional Use by Non-Profits:

Use of Library Meeting Rooms for traditional meetings and events scheduled by Non-Profit groups during regular Library hours is free. Use of Library Meeting Rooms for non-traditional events such as ticketed luncheons or fund raisers during normal Library Hours is free to non-profits unless extra costs are associated with the event.

Non-Profit groups using Library Meeting rooms for ticketed events, social events, or fundraisers taking place before or after regular Library Hours will be charged a fee of $50 per hour for set-up time as well $100 per hour for the actual event and any necessary clean-up time.

Non-Traditional Use by Individuals, Social or Commercial Groups:

The Library may, upon occasion, allow very limited use of Meeting Rooms for commercial use, ticketed events, or social events taking place during regular Library Hours. Groups or individuals will be charged a fee of $50 per hour for set-up time as well $100 per hour for the actual event and any necessary clean-up time.

The Library may, upon occasion, allow very limited use of Meeting Rooms for commercial use, ticketed events, or social events taking place before or after regular Library Hours. Groups or individuals will be charged a fee of $75 per hour for set-up time as well $250 per hour for the actual event and any necessary clean-up time.

Private, Social Events such as weddings, graduations, reunions, and parties are NOT APPROVED

Commercial Events approved for occasional bookings:

  • Informational seminars to promote a product or business
  • Training meetings for staff of a commercial business
  • Depositions
  • Job fairs
  • Sales expos

Any and all promotional material, including print fliers, postcards, facebook posts, or other print, digital, or mainstream media marketing material, MUST STATE: "This program is not sponsored or endorsed by the East Baton Rouge Parish Library"


The East Baton Rouge Parish Library Meeting Room Policy was adopted by the East Baton Rouge Parish Library Board of Control on March 17, 1999.

Revised on June 26, 2007.

Revised on April 16, 2015.

Revised on December 8, 2021.

Printable Version: Meeting Room Policy Adobe PDF

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