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Meeting Room FAQ

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How do I rent a meeting room?

A library card holder will need to submit a reservation request at https://www.brentwoodtn.gov/departments/library/services/meeting-room.

Select the date and time for your meeting. Any time slots marked in green are available for booking.

Is there a fee to reserve a meeting?

Yes, we do charge an hourly rate for our meeting room. 

For-Profit: $25.00 per hour

Non-Profit: $5.00 per Hour.

What do I need in order to qualify as a Non-Profit group? 

In order to qualify for Non-Profit status you must submit or have a 501-3(c) on file with the Library.

How far in advance may I book my room?

The meeting room may be booked up to 12 months in advance.

How close to my desired meeting date can I book my room? 

All reservation requests must be submitted no later than 14 days in advance of your desired date.

Is there a limit to the number of times I can book a room?

Groups are limited to one meeting per month.

When do I pay for the room rental?

Payment in full is due within 7 days of processing your reservation. Failure to submit payment and all requested forms by the end of 7 days results in automatic cancellation of the reservation.

Do you have AV equipment available for rental?

Yes. A projector, screen, and a laptop, and microphones are available for a fee upon request.

Do you allow food and drinks in the room?

Yes.  Alcohol is not permitted on Library property.

Will you advertise my event on your calendar?

No, only Library events are included on the Library calendar.

Am I permitted to collect money at my event?

Yes.

Will I be allowed early access to my room to set up for my event?

No.  It is recommended that rooms be reserved 30 minutes before and 30 minutes after the event to allow set up and break down of the room.  

Can you store my equipment for me overnight?

No.

What is your cancellation policy?

Renters must submit a cancellation request in writing by emailing meetingroom@brentwoodtn.gov, or delivering a written request to the Library's Circulation desk.

Groups failing to cancel 7 days before the reserved date will forfeit the room rental fee.

Groups cancelling with 8 or more days' notice will receive a credit on the renter's account. Refunds will not be given.

A group who repeatedly books and cancels reservations will become ineligible to make future reservations.

 

Can I put up signs advertising my event in the Library?

Advertising materials may not be placed in or around the Library.  Flyers and brochures may be submitted to the Library prior to the meeting date for approval to be displayed on the Library's community information bulletin board.