Meeting Room Application

Applications must be submitted at least seven (7) days, but no more than ninety (90) days, before the date of the event. Prior to submitting a Meeting Room Application applicants must review the following Meeting Room Policy, Meeting Room Use Guidelines, and Application Process.

Meeting Room Policy

The Library’s meeting room facilities are open to groups and organizations engaged in educational, cultural, intellectual, business, or charitable activities.
Library meeting rooms are not available for regularly scheduled meetings of organizations or groups recurring at stated intervals and extending over a period of time. Approval may be granted for no more than twelve (12) times in a calendar year. Room reservations will not be accepted more than 90 days in advance of use.
Admission to the room event must be free and open to the public as space permits.
No charges or registration fees may be collected. The sale of merchandise or services of any type is also prohibited; however, contact information may be collected from attendees.
All promotion for events using Library meeting rooms must contain the following disclaimer: "The Chula Vista Public Library does not advocate nor endorse the views or positions expressed by the users of its facilities."

Meeting Room Use Guidelines

The Library’s meeting room spaces are available only during the branch hours of operation.
The individual or person representing an organization responsible for the reservation must ensure an application has been submitted and approved by the Library.
When checking in for the event, the group representative will exchange their ID for a Meeting Room Checklist. At the end of the event the group representative will turn in the completed checklist for the staff to review and sign off before returning the ID.
City/Library use of the space will have priority over existing reservations. If your event needs to be changed, advance notice will be given at least 3 business days prior to the event, if possible.
No custodial staff assistance is included with the reservation/use of the room. The user is responsible for pre-event set-up, prompt clean-up and removal of own property at close of the event/meeting.
Children under 18 must have adequate supervision by a person at least 18 years or older.
Decorations or displays must be limited to those items that are free-standing either on the floor or on a table, and must conform to Fire Department standards and regulations. Nothing may be attached to the walls or ceilings of the rooms.
All setup and breakdown of seating and other items is the responsibility of those reserving the space. The room must be restored to its original state and fully vacated by the end of the reservation.
Smoking is prohibited in all areas of the facilities.
Use of meeting room spaces does not automatically provide public performance rights or license when screening copyrighted media. Copyrighted film or video cannot be shown in a library meeting room without the appropriate license. Proof of Public Performance Rights must be presented to staff prior to event.
Illegal use of the Library’s facilities is strictly prohibited. All applicable Municipal, State, and Federal rules are enforced.
The Branch Manager or authorized City of Chula Vista personnel shall have the right to enter the rooms at all times.
Neither the name, the address, or phone numbers of the Chula Vista Public Library may be used as a mailing address or contact for persons or organizations using these facilities.
Permission to use a meeting room is not transferable from one person or organization to another. Any change in the representative or in the subject of the program as indicated on the application must be reported immediately to the Library staff. Any such change is subject to review by the Library staff to determine if a new application should be submitted, and may impact an existing reservation.
If you request the use of audiovisual equipment in the Auditorium, we require that you make an appointment at least 3 days in advance of your event date to receive a tutorial/instructions.
The applicant agrees to hold the City of Chula Vista, each and all of their respective officers, agents, employees, at all times free and harmless from any and all claims, demands, or judgments that may arise out of, and in connection with, or be the result of any injury sustained or suffered by any person while attending the above meeting or while on the premises of said building and grounds.
All promotion (social media posts, flyers, e-mail blasts, etc.) for any events in our meeting spaces MUST include the following disclaimer: "The Chula Vista Public Library does not advocate nor endorse the views or positions expressed by the users of its facilities." If this disclaimer is not present in the promotion of the event, the Library reserves the right to cancel the reservation.
It is strongly advised to avoid any wording that assumes a standing reservation (e.g. "we will meet the first Monday of each month at the library"). All meeting room reservations are subject to change.
In the event of a conflict, the organization using the space more frequently may be asked to change its reservation.
The rooms must be vacated fifteen (15) minutes before closing of the Branch.
Failure to comply with any of these guidelines may result in the cancellation of the event or denial of future requests for use of the facilities.

Application Process

The applicant will typically receive notice of approval or disapproval of this application by email within five (5) business days of submittal of application. Applications are processed on business days only. This notice of approval must be presented to the Library staff on the day of the event as proof of confirmed reservation.

The Branch Library must be notified of a cancellation within three (3) business days of the scheduled event. Every effort will be made to notify the applicant by phone or email at least three (3) business days in advance if the Library must cancel the event.

Loading...

City of Chula Vista

I Want To...

Choose Category

Select A Service