Meeting rooms

The Bryan + College Station Public Library System welcomes public use of its facilities by community groups. Reservations for meeting and conference rooms must be made online. Study rooms can be reserved by phone or in-person.

How to make a reservation

Computer lab policies and guidelines

The second floor computer lab at the Clara B. Mounce Public Library is available for organizations to use to teach their members computer skills. The person making the reservation must have a library card in good standing. Reservations can be made up to 3 months in advance. Reservations are not completed until you have received confirmation from a Mounce library staff member.

No food or drink is allowed in the lab.

• There are 10 classroom computers and one instructor computer.
• The lab may be booked for periods when the library is open, but patrons must be finished 30 minutes before closing.
• Groups using the lab are expected to be not-for-profit organizations, but under certain circumstances, with the approval of the Library System Director, a business could reserve the lab to teach their employees new techniques.
• The computers must be used as they are. The library cannot download software for the group.
• Groups booking the lab must provide their own instructor.
• The library will not provide support for the lab other than routine logon and setup of the projector.
• The patron making the reservation is responsible for the care of the equipment.
• The instructor must take responsibility for patrons under the age of 18 who use the Internet.
• No food or drink is allowed in the lab.
• Guidelines and policies for using the computer lab mirror our general meeting room policies and guidelines. Please see additional information on meeting rooms below.

Meeting room policies and guidelines

Meeting room purpose

Use of Library meeting rooms by any group signifies acceptance of the terms of this policy. The library meeting rooms are designed primarily for library programs and functions which further the goals of the library. When not being used by the library, the rooms are available to not-for-profit community groups based in Brazos County. To provide opportunities for many groups to use the meeting rooms, we ask that groups request to use the large meeting rooms only once per month, for up to three months in advance. Exceptions to this policy, such as a series of weekly or daily programs, may be scheduled at the discretion of the Library Director or the Branch Manager.

Meeting room use eligibility

• Meeting rooms are available to meet general informational, educational, cultural, and civic needs including activities such as meetings, discussion groups, panels, lectures, conferences, seminars, and exhibits.
• Groups must be not-for-profit and should include at least five individuals.
• Meeting rooms are not available for businesses or for the profit of private individuals.
• Meeting rooms may not be used for social gatherings such as weddings, showers, birthday parties, dances, etc.
• Groups of young people under eighteen years of age must have the meeting room reserved by a sponsoring adult who must also be present at the meeting.
• The person reserving the room must be 18 years of age and in possession of a current library card in good standing, with no more than $20 in charges on their account. (Check your account status)

Meeting room use conditions

• Meeting rooms may be reserved only once per month, for up to three months in advance.
• Events in meeting rooms must conclude at least 15 minutes before the library closes.
• There is no charge for meeting room use.
• All activities held in the library’s meeting rooms must be open to the public.
• Equipment, supplies, or personal effects cannot be stored or left in the library meeting rooms before or after use.
• Any announcements or notices to publicize an activity should not be posted or distributed at the library without prior approval from the librarian in charge.
• Simple refreshments including coffee, doughnuts, box or sack lunches, may be served, but kitchen facilities or equipment will not be provided by the library.
• Lighted candles or any kind of flame are not allowed.
• Smoking and alcoholic beverages are not allowed.
• All trash resulting from the serving of refreshments must be placed in the appropriate trash receptacle by the organization.
• The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities.
• Permission to use the library meeting rooms may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the room, carpet, equipment, or furniture, or causes a disturbance.
• Groups using the meeting rooms are not permitted to charge registration fees. Membership dues and voluntary incidental donations (such as coffee money or the recovery of photocopy costs) may be collected.
• Solicitation, money-raising activities, or sales are not allowed.
• Use of the Library’s meeting rooms does not constitute library or city endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsement are not permitted.
• Meeting room reservations are not transferrable between groups. A group may not transfer their reservation(s) to another group.
• Meeting rooms must be returned to their original condition when the reservation concludes, including table and chair setup.
• Groups using the meeting room may not compromise safety features, e.g., blocking emergency exits or exceeding the maximum occupancy.
• Agreement with policies is implied by successful reservation and may be subject to library staff review.

Additional meeting room requirements (Ringer Library)

In addition to the general meeting room policies, the meeting spaces in the Larry J. Ringer Library have unique features that are subject to the following policies:

• The Ringer Meeting Room may be divided into two smaller rooms or may be used as one large room.
• Reservations may be made for the Ringer Meeting Room Whole, Ringer Meeting Room A (northern half, can only be entered through the Youth Services area and not visible from the lobby), or Ringer Meeting Room B (visible and entered from the lobby).
• Ringer Meeting Room A reservations are subject to Branch Manager approval, in the interest of the library’s youngest patrons’ safety.
• If Ringer Meeting Room A or Ringer Meeting Room B is booked, the Ringer Meeting Room Whole may not be booked concurrently.
• If Ringer Meeting Room A is booked, Ringer Meeting Room B may be concurrently booked by another group, and vice versa.
• Ringer Meeting Room facilities have access to the following audio/visual features: One (1) 85” television (available in Ringer Meeting Room Whole or Ringer Meeting Room A configurations) with HDMI inputs, one (1) 75” television (available in Ringer Meeting Room Whole or Ringer Meeting Room B configurations) with HDMI inputs, and wireless internet (Wi-Fi) access.

Additional meeting room requirements (Mounce Library)

In addition to the general meeting room policies, the meeting spaces in the Clara B. Mounce Library (Mounce) have unique features that are subject to the following policies:

• When moving the heavy tables, please do not drag them across the floor. It takes two people to move a table.
• Mounce Meeting Room facilities have access to the following audio/visual features: lectern, microphone, projector screen, and wireless internet access (Wi-Fi). If using the projector, users must bring/provide their own laptop and a way to connect to the USB or HMDI inputs.

Conference room policies and guidelines

Conference rooms may be reserved for two hours at a time. Conference rooms are only reserved for 3 to 8 people.

• Conference rooms may be reserved no more than three times a week by the same group, at a maximum of one month in advance. Exceptions to this policy, such as a series of weekly or daily programs, may be scheduled at the discretion of the Library Director or the Branch Manager.
• Conference room use must conclude 15 minutes prior to library closing.
• The person reserving the room must be in possession of a current library card in good standing, with no more than $20 in charges on their account. (Check your account status)
• An individual adult with children may not occupy a conference room for the sole purpose of keeping children under control.
• Advanced reservations require a library card to confirm. Walk-in conference room use and last-minute reservations are permitted without a library card when and if space is available.

Study room policies and guidelines (Ringer Library)

Study rooms may be reserved for two hours per day. The person reserving the room must have a valid library card. Due to limited space, study rooms may be reserved no more than three times a week by the same person or group. Reservations may be made one month in advance. Exceptions to this policy, such as a series of weekly or daily programs, may be scheduled at the discretion of the Library Director or the Branch Manager.

• An individual adult with children may not occupy a study room for the sole purpose of keeping children under control.
• Study room use must conclude by the time the library closes.
• The person reserving the room must be in possession of a current library card in good standing, with no more than $20 in charges on their account. (Check your account status)
• Advanced reservations require a library card to confirm. Walk-in study room use is permitted without a library card when and if space is available.