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Irving Public Library Meeting Room Request Form

  1. Thank you for requesting to use a meeting room at an Irving Public Library Location.

    Please completely fill out the form below. Some fields are required. 

    Please be sure to read the Meeting Facility Rules and Policies before submitting the form.

  2. Meeting times must coincide with the library's regular hours of operation. 
    Monday-Thursday 10 a.m. to 9 p.m. 
    Friday-Saturday 10 a.m. to 6 p.m.
    Sunday 1 p.m. to 5 p.m

    The reserved time must include set-up and clean-up. 

  3. Equipment Requests:

    Items will be provided as available. 

  4. Please read through the following agreements and check each box.
  5. One:

    Food may be served in the meeting rooms, however; the Library does not provide dishes, tablecloths or kitchen equipment. All food must be prepared by a licensed food service establishment. No potluck meals permitted.

  6. Two:

    The individual who reserves the meeting space and provides an Irving Public Library card must be in attendance at the meeting. The individual must be 18 years of age and shall be responsible for any and all damages that may occur as a result of their use of the facility. This includes damages to personal property, Library property and injury to persons. Charges will be imposed on the individual's library card if use of the facilities results in damage to Library property. If not paid in a timely manner, the Library's collection agency will be notified. The individual is also responsible for cleaning up the room and leaving it in good order.

  7. Please check to agree.*
  8. Please check to agree.*
  9. Three:

    Fundraising or collecting of money within the Library is prohibited unless it is to directly benefit the library. No fees, payments for items sold or donations may be collected from those attending the meeting either before, during or after.

  10. Four:

    Permission to use the meeting rooms shall not, in any way, constitute an endorsement of the group, its policies or activities, by the Irving Public Library or by the City of Irving. The library does not produce publicity materials for groups using the facilities. Meetings of outside groups are not included in the Library's publicity materials unless co-sponsored by the Library. In the event publicity concerning the meeting is circulated which lists the Library as the location, this disclaimer must be included: "This event is not sponsored by the Irving Public Library."

  11. Please check to agree.*
  12. Please check to agree.*
  13. Five:

    All items pertaining to the meeting must be contained within the meeting room. No flyers, tables or chairs may be left outside the meeting space.

  14. Six:

    Noise such as music and amplified sound must be contained within the meeting room. If noise coming from the meeting interferes or disturbs library operations, staff will intervene.

  15. Please check to agree.*
  16. Please check to agree.*
  17. Seven:

    Library staff will not provide room set-up or technical support. If presentations are required for the meeting, individuals must provide their own laptops and cables.

  18. Eight:

    Cancellation of a room reservation must be made at least twenty-four hours in advance of the scheduled meeting. Failure to notify the library of a cancellation may result in the forfeiture of the reservation fee and a denial of future requests to schedule the meeting rooms. Refunds for cancellation could take 2 to 4 weeks.

  19. Please check to agree.*
  20. Please check to agree.*
  21. Nine:

    The individual in charge of the meeting room will provide a phone number as a point of contact for meeting information and directions on all publicity. The Library's phone number should not be included.

  22. Ten:

    All organizations or groups shall indemnify, defend and hold harmless the Irving Public Library and the City of Irving, its officers, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the organization or group resulting in, relating to, or arising from the organization's or group's use of the Library meeting room. 

  23. Please check to agree.*
  24. Please check to agree.*
  25. Typed Signature Required :

    I have read the Irving Public Library Meeting Facility Rules and Policies and understand I am responsible for my organization's adherence to these policies and informing members of my organization of the rules and policies governing facility use. 

    Failure to follow these rules and policies may result in being asked to leave the facility without refund of payment and/or may prevent my organization from being able to use a Library meeting room in the future. 

  26. Thank you for your submission. Please allow up to three business days for a response.
  27. Leave This Blank:

  28. This field is not part of the form submission.