Library meeting rooms are available for free to the community, on a first-come, first-served basis, and can be reserved online. Events held in the Large Meeting Rooms must be open to the public. No fees may be charged to attendees.
Any group, regardless of the affiliations of its members, may use the Library’s Large Meeting Rooms, provided that the group complies with the policies detailed below and the Rules Governing the Use of the Library. Failure to abide by any of these policies may result in suspension of meeting room privileges. The Library reserves the right to revise these policies at any time. Permission to use a meeting room in no way constitutes endorsement by the Arlington Public Library.
Staff will review and respond to your application within 2 business days. If you do not receive immediate email confirmation upon submission, please check your spam folder.
Allowable Room Usage
- The Large Meeting Rooms are shared public spaces. All events must be open to the public.
- The Large Meeting Rooms may only be reserved by an adult (18 and older). All group use must be supervised by an adult. Patrons age 14 and older may reserve the Library’s Small Meeting Rooms.
- Large Meeting Rooms are available for use by not-for-profit or community groups and may not be used for commercial interests or electioneering. Except for The Friends of the Arlington Public Library, selling or sales promotions are prohibited. No fees may be charged before, during or after your event.
- Large Meeting Rooms may not be used for personal events (e.g., birthday parties, baby showers, etc.)
- To ensure equitable use of Large Meeting Rooms, each group’s usage is limited to four (4) uses per calendar year, beginning January 1.
- Reservation limits may not be circumvented by different individuals using their names to register the same group, or by a group using different names.
Making a Reservation
- Large Meeting Rooms may only be scheduled for use during regular Library hours and must be vacated 10 minutes before closing time.
- Reservations must be made between 48 hours and 60 days in advance.
- If the person making the reservation will not be on-site for the duration of the event, their on-site designee must be informed of and comply with all applicable policies.
- No-shows (reservations that are not canceled at least 48 hours before the requested start time) may result in the reservation being canceled by Library staff and will count toward the group's reservation limit.
- The Library reserves the right to cancel or reschedule reservations at any time or for any reason. In the event of a Library cancellation, the Library will make every reasonable effort to accommodate an alternate time or space for the canceled reservation.
Room Setup and Technology
- Groups using the Library's meeting rooms are responsible for room setup, including arrangement of tables and chairs. Groups are advised to schedule additional time for room setup into their reservation time.
- Refreshments may be served in the meeting rooms, provided proper care is given to clean-up after the meeting.
- Groups must leave meeting rooms clean and neat. Repair or replacement costs due to damage of Library facilities, furnishings and equipment will be charged to the program sponsor. Arlington County will be the sole determiner of who does repair to County property.
- The Library does not provide on-site audiovisual assistance or support.
- Groups wishing to use a projector are responsible for supplying a laptop/device and adaptor. For setup details, please contact the location where you are making the reservation.
- The Library does not assume responsibility for any private property brought into the Library.
Publicity
- Publicity materials in any format may not list Library contact information (email or telephone) or use the Library logo.
- If publicity includes our name or address, the materials must include the language, “This event is not sponsored by Arlington Public Library.”
- The name, address and/or contact information of Arlington Public Library facilities may not be used as the official address of any group.
If there are any questions or concerns regarding Large Meeting Room use, reservations, or policies, please contact the location where you are making the reservation.