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September 30, 2014

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Central Library : More Information

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More Information: Central Library Meeting Rooms

I. General Information
II. Reserving a Space or Meeting Room at the Central Library
III. Library Equipment, Services and Facilities  

 

I.

General Information

The Seattle Public Library has various facilities and meeting rooms that are available for public use at the Central Library and branch libraries located throughout the City of Seattle. The Central Library facilities can accommodate a variety of activities, ranging from large events to small, informal meetings. Fees and rates vary depending on the facility and scope of the event.

The Library reserves the right to review each prospective use and determine whether or not that use falls within The Seattle Public Library facilities and meeting room user guidelines. Use of the premises may be terminated at any time if the conduct of the group or any member of the group is disruptive to Library service, or in violation of the Library's Rules of Conduct. All activities and programs conducted in Library buildings are subject to the general rules and regulations of The Seattle Public Library.

The Seattle Public Library reserves the right to determine the number of events that may be held simultaneously in its facilities. The Seattle Public Library has first priority for use of all of its facilities and meeting rooms and the City Librarian reserves the right to preempt any scheduled meetings. In such rare instances, the Library will put forth every reasonable effort to assist the group in reserving another date or Library facility or meeting room. The Library will give a cancellation notice of 30 days prior to the event for meeting rooms. Except in very special circumstances, the Library will try not to preempt meetings scheduled in the Auditorium.

The meeting rooms of The Seattle Public Library are accessible to people with disabilities in accordance with the Americans with Disabilities Act.

The Seattle Public Library does not discriminate in making its premises available for use on the basis of race, color, national origin, religion, sex, sexual preference, age or physical limitation. The use of any of The Seattle Public Library facilities or meeting rooms by any group or organization in no way constitutes endorsement of the policies or beliefs of that organization by the Library or City of Seattle.

See the Library's Policy on Library Meeting Rooms Use for more information.

II.

Reserving a Space or Meeting Room at the Central Library

 

A.

How do I reserve a room at the Central Library?

A completed Seattle Public Library Request for Meeting Room Availability Form must be submitted by all applicants planning to use a library facility or meeting room. You are encouraged to submit the Request for Meeting Room Availability Form at least 30 days prior to the requested event date in order to ensure the time needed to process the application. The reservation process for any event that will require liability insurance and/or a license to serve alcohol must be initiated at least 60 days prior to the event. A Request for Meeting Room Availability Form will not be authorized until the insurance policy and/or liquor license has been approved and issued by the responsible agency, and copies received by the Library.

Final and full payment is due 30 days prior to the event date.

To reserve space or a meeting room at the Central Library, the following documents and materials must be received:

  1. Completed Seattle Public Library Request for Meeting Room Availability Form,
  2. Completed and signed Facility Use Agreement
  3. Payment of the total amount which may include fees for security and custodial costs, food and beverage fee, and any additional fees that are agreed upon, and
  4. Copies of applicable insurance policies, catering and alcohol licenses.

You may contact the Meeting Room Information Line at 206-733-9608 for assistance with any questions you may have regarding reserving a meeting room or space at the Central Library.

 

B.

What are the cancellation rules?

All cancellations must be made in writing no later than 15 days prior to the event date and are subject to a $50 administration fee. If an event is cancelled within two weeks or less of the scheduled event date, a 50% cancellation fee based on the meeting room rental charge and the $50 administration fee will be assessed.

Refunds will not be granted if the event is cancelled by the Library Events staff due to noncompliance with the Seattle Public Library Meeting Room User Guidelines.

 

C.

What rental fees are charged for meeting rooms?

At the Central Library, the Library charges rental fees according to the classifications of usage defined below. Within these classifications, reservations are filled on a first-come, first-served basis.

Class “A” Use: Class “A” rates apply to non-profit groups, government agencies and City of Seattle departments for non-commercial use (i.e., no admission fee, vendor fee and/or donation is requested or received). Events may or may not be open to the public and may occur during or outside of regular Library operating hours.

The Spiral 6 (capacity 12) and Mixing Chamber (capacity 16) meeting rooms are available at no charge to non-profit groups for meetings, Monday through Friday from 10 a.m. to 6 p.m. as long as no admission fee, vendor fee and/or donation is requested or received.

Class “B” Use: Class “B” rates apply to non-profit groups whose events or meetings involve admission fees, vendor fees, donations or a commercial use. Events may or may not be open to the public and may occur during or outside of regular Library operating hours.

Class “C” Use: Class “C” rates apply to businesses, private individuals or private groups. Admission or vendor fees may be collected and donations may be received during the events. Events may be held during or outside of regular Library operating hours. Examples of class “C” use include private parties, receptions, seminars or workshops.

The library reserves the right to review requests for the sale or promotion of products or services by a group reserving a meeting room.

See the Availability and Rates for more information.

 

D.

Can my group reserve a meeting room date for an entire year?

No group may consider the Library its permanent meeting place or use the Library’s mailing address as its mailing address.

 

E.

How far in advance may I reserve a room for a one-time only event?

Groups may reserve a meeting room up to one year in advance of the event date.

 

F.

Do I need insurance for my event?

Depending on the scope of the event, liability insurance may be required. If required, the Event Services staff must receive the policy no later than 30 days prior to the event, and an insurance addendum to the Facility Use Agreement will be required.

 

G.

What are the Library's security requirements during my event?

In general, no extra security staffing is needed for events held during the regular open hours of the Central Library. For meetings held before or after regular Library hours, extra security may be required based on (1) the unique circumstances surrounding an event or (2) the number of attendees invited to and/or participating in the event. Fees for extra security services are outlined in the Availability and Rates. Requests for event security must be made at least 30 days before the event date..

III.

Library Equipment, Services and Facilities

 

A.

How is the layout of space for my event decided?

The Library Event Services staff at the Central Library will work with you to establish an authorized floor plan for your event. Any changes in meeting room layouts or requests for equipment or furniture must be received at least 48 hours in advance of the event and approved by the Event Services staff.

Library exhibits, furniture, or other Library equipment may not be moved by you or your agents without prior approval by the Event Services staff.

 

B.

Where do my guests enter the Library?

The Event Services staff can help you decide which entrance is best for your event. This designated entrance should be clearly identified in all printed materials. If requested, a map will be provided for you to give to guests.

Libraries for All: Investing in Experiences

Central Library
1000 Fourth Ave.
Seattle, WA 98104
206-386-4636

Hours:

Mon:

10 am - 8 pm

Tue:

10 am - 8 pm

Wed:

10 am - 8 pm

Thu:

10 am - 8 pm

Fri:

10 am - 6 pm

Sat:

10 am - 6 pm

Sun:

Noon - 6 pm


Book Drop Hours

 

  • Monday - Friday
    6 am - 10 pm
  • Saturday - Sunday
    9:30 am - 6 pm
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