Meeting Room Rental Terms and Conditions

Revised 2025

• A library card is required to reserve a space.
• Reservations are accepted for the current calendar year only. Each group may have up to five active reservations at a time and may not make standing reservations. Advanced Learning Library conference center rooms require one hour of setup and breakdown time. This time allows Library staff to change the room's layout and set up equipment. Renters who need additional setup and breakdown time must include the additional time in their reservation request. At all other library locations, 30 minutes of setup and breakdown time are allotted to the renter.
• Meeting rooms are available on a first-come/first-served basis.
• Meeting rooms must be vacated 15 minutes prior to closing time.
• Meeting rooms are available to organizations and non-profits engaged in educational, intellectual, charitable, advocacy, civic or religious activities, with the following exceptions:
  • Commercial purposes
  • Individual usage
  • Groups that plan to use the room for monetary gain, including selling items, asking for donations, collecting personal information for future sales, distribution of materials or commercial information, political funding or campaigning, tithing, or similar activities.
• Meeting room activity may not disrupt library use for others and meeting attendees are subject to all Library rules and regulations.
• All use must comply with fire code maximum capacity regulations.
• No candles or open flames in any part of the library.
• All decorations or displays must be freestanding or limited to tabletops. Material may be attached to the wall only if painter's tape is used.
• No money can be exchanged for any purpose.
• Publicity for events must include the statement, "Not a program of Wichita Public Library." Any contact information should refer to the renter. The Library does not provide publicity or advertise for events not sponsored by the Wichita Public Library.
• Refreshments, except alcoholic beverages, may be served in meeting spaces of all library locations if they are kept inside the meeting room.
  • The group or individual must provide all serving supplies.
  • For libraries where consumption of alcoholic beverages may be allowed under Section 4.04.045 of the City of Wichita Municipal Code of Ordinances, a valid liquor license from an established business will be required prior to rental date.
• The Wichita Public Library does not assume responsibility for private property used on Library premises. Any damage to Library premises, furniture, equipment, etc., will be charged to the room renter. Charges will be based upon the Library’s costs of repair or replacement.
• The Library reserves the right to cancel a room reservation or substitute facilities if the room is needed for Library activities.
• Wireless internet access is available and should be requested when contracting the room. Login information will be provided on the meeting date.
• Equipment must be requested when contracting the room. The Library does not provide the staff to operate any equipment, and staff may not be able to provide instruction on equipment use on the day of the rental. Renters may schedule an appointment with staff several days in advance of the meeting to test equipment.

Other Library Spaces Booking Terms and Conditions

Revised 2025

There is no charge for reserving or using additional library spaces.

Collaboration and study rooms may be reserved on a first-come/first served basis beginning one week before the desired date. One two-hour reservation may be scheduled per day.

The AV Studio at the Advanced Learning Library may be reserved on a first-come, first-served basis up to seven days in advance. Reservations are made for one three-hour session. To use this space, users must have a library card in good standing. Customers under the age of 14 must be accompanied by a responsible adult.

The Sensory Room at Westlink may be reserved on a first-come/first served basis beginning one week before the desired date. One one-hour reservation may be scheduled per day.

When not previously reserved, publicly available rooms can be reserved on a first-come/first served basis.