Frequently Asked Questions

How can I reserve the Meeting Room or the Auditorium?

You must submit an application for room use to the Media Services Division. There are several different ways to do this:

Please be precise about times requested. It should not be assumed that additional hours are available or will be available without charge.

Events must be paid for in advance.

  • You may submit your request online by filling out our online application form.
  • You may print off a copy of the application form and fax it to us at (760) 602-7941.
  • You may mail it to us at 1775 Dove Lane, Carlsbad, CA 92011.
  • You may visit the Carlsbad Library and pick up an application form; when you've filled it out you may drop it off at the Library's Information Desk on Dove Lane.

How can I tell if the date(s) I want for my event are available?

Please visit our online calendar to check for up to date room availability information, and click on the date(s) you would like to reserve to find out if your selection is available.

How much does it cost to rent the Meeting Room or the Auditorium?

Please review our fee schedule. After we have received your application for room use, we will review your information and determine which category your organization falls under. If your dates are available and we are able to accommodate your booking request, an invoice will be emailed to you with a detailed cost breakdown for your reserved dates. This invoice is payable 30 days in advance of your event.

If have lighting and sound experience, can I tech my own event?

Due to insurance and liability responsibilities, we cannot allow any outside person to run the lighting or sound systems. We have highly capable technicians on staff who are trained in the proper use of these systems.

What lighting setups are available for my event?

The positioning of the lights is set; we cannot alter the positioning of our lights, or add gels to the fixtures. We have several different lighting presets that are available to optimize the look of your event.

If I don't have any technical needs for my event in the Auditorium, why am I being charged a fee for the audiovisual technician?

A Library staff person must be present for all events that are held at the Library to ensure the safety of our patrons. The AV tech is free of charge during the week (M-F) until 6pm. After 6pm and all day on weekends, a $20 per hour tech fee will be charged for all events taking place in the auditorium.

My event is being catered, can I get into the room early to set up the food?

The Meeting Room and the Auditorium are available for your use only during the specific reserved times that you request on your application form. We cannot allow entrance to the Library facilities earlier than the reservation start time, or remaining past the end of your reservation period. If you need extra time for setup, please specify additional setup and/or breakdown periods on the application form.

Cleaning/Damage Fees
Charges will be assessed for labor in addition to rental charges when an excessive amount of cleaning is required to return the areas used to a condition adequate for continued use. There will be extra charge assessed for damages resulting from cigarette burns, chewing gum, or misuse of any furnishings or equipment where repairs or replacement is required.

How can I get my cleaning deposit refunded?

After your event has concluded, if you would like to receive your cleaning deposit refund, you must request the refund in writing, either by emailing our office at media@ci.carlsbad.ca.us, by mailing us at 1775 Dove Lane, Carlsbad, CA 92011, or by faxing your request to (760) 602-7941. For your convenience, we can also hold your cleaning deposit on file if you plan to hold future events at the Library.

What times are available for my event?

We can accept Meeting Room and Auditorium reservations during regular Library hours: Monday-Thursday 9am-9pm; Friday and Saturday 9am-5pm; and Sunday 1pm-5pm. Bookings outside of regular Library hours will be charged triple the normal rate on all room, equipment, and personnel charges.

How far in advance can I book my event?

We have two booking periods during the year. For Carlsbad residents, we will accept applications after September 1 for the January 1 through June 30 booking period; and after April 1 for the July 1 through December 31 booking period.

For Non-Carlsbad residents, we will accept applications after September 15 for the January 1 through June 30 booking period; and after April 15 for the July 1 through December 31 booking period.

What if I need to cancel an event?

It is best to firm-up your event plans and dates prior to submitting reservation application requests. Keep in mind that there is a $25 processing fee for all cancelled bookings. If cancellation is necessary, you are required to notify the Library Media Services office preferably 30 days prior to your event date. If you would like to be considered for a partial refund, you must have your cancellation request into our office no less than 3 days prior to your event date. Submit your cancellation request at the earliest possible time in writing by emailing media@ci.carlsbad.ca.us or faxing to 760-602-7941. Once the written notice is received by the Media Office, it will be assessed and you will be notified by email of any applicable charges.