Meeting Room Reservations

Hi everyone,

Just to clarify a few things about meeting room reservations:

• Meeting rooms may only be reserved in person. Please do not take reservations over the phone. Very occasionally, a customer will be out of town and need to reserve a room. Usually, when this happens, I allow them to scan a copy of a completed reservation form, but this is an exception I make on a case-by-case basis. Please contact me if this happens.
• A meeting room form must be filled out. If a meeting room form is not found and there is no contact information, they may lose the room.
• Always enter the following information into the schedule spreadsheet:
• Organization name.
• Contact name.
• Phone number.
• Time span of meeting.
• The two study rooms at Vinson are first-come-first-served. We do not reserve them in advance. Neither a library card nor ID is necessary to use one, but the customer must complete a meeting room form.
• At Blue Ridge, we take reservations for both the small conference room and large meeting room. At Vinson, we take reservations only for the conference room. Normally, we do not allow outside meetings in the gaming room, Noah's Boat, or the classroom.
• Always have customers sign in upon entering a meeting room. It's better if they sign out as well, but the sign in is vital. This helps us keep track of usage.
• Except for Library staff events (meetings, trainings, etc.), we only schedule our rooms during hours when we are open to the public.
• Occasionally, a customer will attempt to reserve a room in the Multi-Service Center from Vinson staff. Please refer them to Cindy at 832-393-4200.

If you have any questions or concerns, as always, please let me know.

Thanks!
John