HOW TO RESERVE A MEETING ROOM

Get a meeting room reservation information packet which includes application, fee schedule, policies & procedures by doing any of the following:

• Leave a message at (760) 602-2055 to have us send it to you.
• Email your request to: Contact Us | Media Services.
• Pick one up at the Library's Information Desk.

Determine which dates and times might be available by doing any of the following:

• Look at the current booking schedule.
• View a hard copy at the Library's Information Desk.
• Leave a message (760) 602-2055 to have one faxed to you.
• Rooms may only be reserved for use:
  • Monday-Thursday 9 a.m. - 9 p.m.,
  • Friday-Saturday 9 a.m. - 5 p.m. and
  • Sunday 1 p.m. - 5 p.m.

Fill out a Facility Use Application completely by including the following information:

• Room requested for use (Gowland Meeting Room or Schulman Auditorium).
• Organization name (name of business, charitable group, individuals name, etc.).
• Estimated audience size for event.
• Organization type (business, non-profit) if non-profit, please fax 501c form with app.
• Applicant's information (name, title, address, phone, fax and e-mail).
• Date requested (after checking the schedule to confirm that the date is open).
• Event name (list the name you will use in advertising your event).
• Event type (list what kind of an event it is, ex. concert, lecture, meeting, workshop, etc.).
• Event set-up time (allow enough time before your program to set-up chair, equip, etc.).
• Event start time (this is the time that your program will begin).
• Event end time (this is the time that your program will end).
• Breakdown and Load out time (the room should be empty of all attendees and belongings).
• Room set up instructions: Indicate how many chairs and/or tables you will need in the meeting room or special instructions for the Auditorium.

LONG TERM RESERVATIONS:

Tentative reservations of up to 6 months in advance can be requested by submitting a completed written application at the following times:

Carlsbad Residents:

• Written applications must be postmarked after April 1 to book for the July 1- December 31 period.
  Tentative confirmations will be sent by May 15.
• Written applications must be postmarked after September 1 to book for the January 1 - June 30 period.
  Tentative confirmations will be sent by October 15.

Non-residents:

• Written applications must be postmarked after April 15 for the July 1- December 31 period.
  Tentative confirmations will be sent by May 30.
• Written applications must be postmarked after September 15 to book for the January 1 - June 30 period.
  Tentative confirmations will be sent by October 31.

If your requested date(s) are available at the time of booking and other use conditions are met, you will be sent a tentative reservation invoice. If the invoice is not paid in full at least 30 days prior to your event date your reservation will be revoked. Failure to notify the library of your cancellation at least two working days in advance of your event will result in a minimum charge of $25 and/or possible denial of future use privileges.

SHORT TERM RESERVATIONS:

Reservations for less than 30 days in advance of reservation date must:

• Submit application within at least 10 working days prior your event.
• Full payment and cleaning deposit must accompany application.
• Applicants with "Resident Nonprofit Status" may require membership mailing list and supporting paperwork as specified in the "Policies".