Large Meeting Rooms

Centennial - Large Meeting Room, 113

Holds a maximum of 175 people; 50 to 60 seated comfortably with tables. Tables and chairs are already furnished, and able to be moved to suit the needs of the program. Food is allowed -  clean up after yourself, please.  

Resources

  • Projector including sound
  • Whiteboard (Markers and eraser available at Adult Services Desk
  • Wireless Microphone 
  • Podium with a wired Microphone
  • Computer with internet access is already linked to a projector
    • Flash Drives can be accessed on a computer
    • A personal computer may be connected instead if it has an HDMI or VGA cable port
  •  VGA and HDMI cords are available at the Help Desk.
  • PowerPoint slide handheld clicker available at the Help Desk
  • Dry pantry with room access (microwave and coffeemaker)
People sitting at tables in large meeting room

Downtown Library- community room

Holds a maximum of 175 people; 50 to 60 seated comfortably with tables. Tables and chairs are already furnished, and able to be moved to suit the needs of the program. Food is allowed -  clean up after yourself, please.  

RESOURCES

  • 3 large monitors
  • Whiteboard (Markers and eraser available at the Help Desk
  • Wireless Microphone 
  • Podium with a wired microphone
  • Computer with internet access is already linked to a projector
    • Flash Drives can be accessed on a computer
    • A personal computer may be connected instead if it has an HDMI or VGA cable port
  •  VGA and HDMI cords available at the Help Desk
IMG_5835

Large Meeting Room Policy

Midland County Libraries meeting rooms are available for use without charge to nonprofit, educational, cultural and/or civic organizations when they are not in use for Library-sponsored or Library related programming. The meeting room and study rooms may not be used by the public for commercial or business purposes (with the exception of staff/new employee training). All meetings must be free of charge, and open to the public at large. Further, the Library is a tobacco and alcohol-free space.

Availability, Reservations & Cancellations

  • Large Meeting Rooms are available only during the normal operating hours of the Library for groups of 15 or more; groups of 7 to 14 may use the Centennial Conference Room, and fewer than 7 may utilize the study rooms. The Downtown Conference Room is larger than Centennial's Conference Room. Call the Downtown Help Desk 432-688-4327 for occupancy specifics.  
  • Meetings may be scheduled to begin as soon as the Library opens, and must conclude 10 minutes prior to the Library closing.
  • Requests for Room 113 or 117 at Centennial or the Community Room or Downtown Conference Room should be completed in writing using the official Meeting Room Reservation GoogleDoc form. Each group must designate, on the reservation form, a representative/agent who shall be held responsible for the group and the room during its use. Reservations will be accepted from adults only.
  • All reservation forms will be submitted either in person or via email to Library staff at the Help Desk at least 24 hours (working days) in advance of the first date desired for the meeting room. Reservations will be accepted on a first-come, first-serve basis.
  • Groups or organizations using Room 113, the Community Room or the Downtown Conference Room may set up chairs, tables, etc. in any fashion they desire. 
  • Any cancellations or changes should be submitted to Library staff immediately. Groups that cancel meetings or routinely arrive late, without notifying the Library, may be denied future use of rooms.
  • No group may assign its space or reservation to another group.
  • Groups that may have reason to anticipate a crowd that exceeds the safe use our large meeting rooms should refrain from using the room(s).  
  • Reservations for the subsequent use of the room must be made each month, and after the first use, may be made by phone by the group's representative.

Usage

  • Utilization of Library rooms must be in full compliance with all local, state, and federal laws and regulations, as well as library policies. Access to any meeting will not be denied or abridged because of race, origin, age, background, views, disability or membership in any group.
  • Meeting Room use must not disrupt the normal use of the Library for patrons who are not meeting participants. Persons using the meeting room are subject to all library rules and regulations.
  • If whiteboards are used, they should be erased before leaving.
  • Groups or organizations using Room 113 or the Community Room may set up chairs, tables, etc. in any fashion they desire. All groups must return the furniture in the room to the layout that existed upon their arrival. In the event that a group is serving food and/or drink, all trash must be placed inside receptacles provided, and any spills, etc., must be cleaned up prior to the responsible group leaving the Library.
  • Prior to reserving a meeting room, the representative should refer to the specifications of the room (posted just inside the door) for maximum occupancy numbers permitted. Groups that may have reason to anticipate a crowd that exceeds the safe use capacity should refrain from using the room.
  • The Library must be furnished with a copy of any publicity being distributed about the meeting. It must contain the name of the sponsoring group and a telephone number for contacting them. Publicity will not be distributed by library staff.
  • Use of a meeting room does not permit the distribution of flyers or placement of banners or posters elsewhere in the building, other than Library space that may be designated for the distribution of literature. Any literature must be taken from the room at the end of the meeting.
  • No activity may damage the walls, floors, ceiling, furnishings or equipment of the room. The person/organization designated on the application will be held liable for any damages incurred.

Disclaimers

The Library is not responsible for loss or damage to personal materials in conjunction with the use of the library or its equipment.

  • Permission to use library space is not an endorsement by the Library or Midland County.
  • Any individual or organization not complying with all rules and regulations may be denied the use of library meeting rooms in the future.

Additional Information

The Library Director will decide questions regarding the interpretation of the above regulations. Please fill out this online form and call 432-742-7420 to reserve this room.