Meeting Room FAQs
How old do you have to be to reserve a meeting room?
Reservations must be made by someone 18 years of age or older, and at least one person 18+ must be present during a reservation.
Can my club or community group use the meeting rooms?
Yes! The Marshall County Public Library welcomes all types of non-profit organized groups, from book clubs to civic organizations to gaming groups.
Can my business use the meeting rooms?
For-profit businesses may use the meeting rooms for informational purposes (trainings, team meetings) only. No products or services can be sold or exchanged in the library’s meeting rooms.
Can I have my birthday party/baby shower/family reunion at the library?
Due to the limited availability of our spaces, the library meeting rooms cannot be used as an event venue for personal celebrations and gatherings.
I am running for public office. Can I host a meet-and-greet at the library?
The Library’s meeting rooms cannot be used for political campaigning, fundraising, or solicitation of votes. Informational events, such as town halls, are permitted as long as they are nonpartisan in nature and open to the public.
Which meeting room should I reserve?
Calvert City and Hardin each only have the one meeting room, which can hold a maximum of 72 people.
Benton has five separate meeting spaces that can be reserved. Meeting Rooms A&B are slightly larger than the branch meeting rooms and max out at around 100 people. The two rooms can be combined for one large meeting space that can hold up to 200 people.
The smaller meeting rooms at Benton are the Conference Room (fits up to 9 comfortably); Birdsong Study Room (fits up to 4 comfortably); and Learning Lab (fits up to 9 comfortably). If your group is meeting at the Benton branch and has less than 7 persons, we ask that you please reserve one of these smaller rooms.
How early can I make a reservation?
Groups (consisting of 3 or more persons) can make reservations up to 6 months prior to the meeting date.
Individuals can make reservations for one of the small meeting rooms (Conference, Birdsong Study, or Learning Lab) at Benton 1 month prior to the reservation date.
Individuals can make reservations for the Calvert City or Hardin meeting rooms 1 week prior to reservation date.
If I make a reservation online, when will it be approved?
Reservations are approved during normal library hours. Please note that on weekends and holidays it may take longer for a reservation to be approved.
Is there a maximum number of hours I can use the rooms?
Yes. The larger meeting rooms (Calvert City, Hardin, and Rooms A & B at Benton) can be reserved for up to 8 hours per month by a group. The small meeting rooms at Benton (Conference, Birdsong Study, or Learning Lab) can be reserved for up to 16 hours per month.
As-available usage (walk-in usage when no one has the room reserved) does not count towards reservation totals. Any group or individual needing to exceed the allotted maximum number of hours per month may seek approval by a member of the management team.
When are the meeting rooms available?
Our meeting rooms are available 24/7 with the exception of Thanksgiving Day, Christmas Eve, and Christmas Day.
What happens if I need assistance when the library is closed?
Please text our after-hours help line at 270-560-1073. A member of the management team will be in touch.
Can I bring food and drink into the meeting rooms?
Food and non-alcoholic drinks are permitted, but please be considerate of smells that may permeate throughout the building and cause an unpleasant experience for other library users. Food must be disposed of properly in cans with lids. Liquids should be poured down the sink.
My group meets on a regular basis. Can we store items at the library so we don’t have to carry them back and forth each week?
Unfortunately, the library does not have enough space to allow groups to store items at the library. Anything left after a meeting will be considered property of the library and will be used for library programming or disposed of.
What is available in the kitchen area of the meeting rooms?
At Calvert City and Hardin, you will have access to a sink, refrigerator, microwave, and coffee pot. The catering kitchen at Benton has all of those items, plus an industrial freezer and ice machine. You are welcome to use the paper towels, hand soap, and dish detergent found in each; however, all other items in the kitchenettes and catering kitchen are intended for library programs only. A charge will be assessed for groups who use library supplies.
Do you have a way for me to show my slide presentation?
Each meeting room is equipped with a large digital screen that can connect to a laptop or mobile device via Apple AirPlay or a USB.
Can I use Zoom at the library?
Absolutely! At Calvert City and Hardin, you can connect your device to the digital screen to project a Zoom meeting to all in attendance. Benton has dedicated Zoom equipment in the conference room or via a cart that can be placed in any meeting room by request.
Can someone help me with the technology in the meeting room?
Staff are happy to help when available.
I heard there is a meeting room with play equipment for children. How do I reserve that?
Our Hardin branch is designated as a Family Destination Library, a space that provides support and resources to families in our area. For this reason, the meeting room there is equipped with imaginative play equipment to provide educational fun for children during parent meetings, supervised family visits, and appointments with our local community partners. You may reserve this space just as you would any other meeting room.
I reserved a meeting room and now cannot make it. What do I do?
Please contact the library to cancel the reservation ASAP. If you do not cancel an after-hours reservation, you will still be liable for any damage that occurs during the time that the doors remain unlocked for your meeting.
Can I still use the meeting room if the library closes for weather?
All meeting room reservations will be canceled in the event of inclement weather. If your group wishes to still have their meeting, you will need to contact the library via our after-hours text line: 270-560-1073. Groups choosing to still meet release the library from liability for accidents that occur because of the weather conditions.
Where can I read the full meeting room policy?