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Reserve a Community, Conference, or Study Room at the Library

Community and Conference Rooms

Large-capacity community rooms and small-capacity conference rooms are available at the Central, DeQuincy, Iowa, Moss Bluff, Sulphur, Vinton, and Westlake branches.

Use Policy

According to library policy, non-library-sponsored meetings, events, and programs must be free and open to the public. All meetings and programs should be for non-commercial purposes, such as staff training or informational presentations on public interest issues.

Sales presentations and point-of-purchase sales are not allowed. Additionally, there can be no admission charges, collections (except for regular club dues), or other monetary exchanges associated with any meeting room use.

Library meeting room facilities cannot be booked by private individuals seeking to conduct regularly scheduled transactions in lieu of renting office space.

Please see below for additional important policies regarding room usage:

Who can use rooms?
Clubs, organizations, committees, governing bodies, individuals, and businesses may use the meeting rooms for charitable, civic, cultural, informational, educational, recreational, and religious purposes (excluding worship services) in alignment with the library's mission.

Businesses and groups may use the meeting rooms for non-commercial purposes, such as staff training and informational presentations on public interest issues, but not for sales presentations or point-of-purchase sales.

There can be no admission charges, collections (except for regular club dues), or other money-exchanging activities associated with any meeting room use.

Private individuals cannot reserve meeting rooms for regularly scheduled transactions at the library instead of renting office space.

Private parties or functions, such as weddings, baby showers, or family reunions, are not permitted.
Ways to reserve a room
1. Complete this online Reservation Request form.
2. Contact or visit a branch for assistance.
Instant reservation?
Reservation requests are not final until approved by library personnel.

A valid email address is required for confirmation messages.
Is there a fee?
No.
When may I reserve a room?
Reservations may be made up to six months in advance.

To prohibit any one group from dominating the use of the meeting room, generally no more than 36 meetings per year may be scheduled for any one group.

Reservations are made on a first come, first-served basis.

NOTE: Library programs/events have first priority in scheduling use of the meeting facilities.

There is a 24-hour limit on requesting use. Use requests cannot be submitted any closer than 24 hours before a reservation start time.

Please visit or contact the library for availability for less than 24-hour (aka same day) use.
Maximum number of uses
No more than 36 meetings per year may be scheduled for any one group, in order to prohibit any one group from dominating the use of the meeting room.
Entering rooms early
No.

Setup and clean up time should be included in your group’s room reservation.

Please include the entire time you will need access to the room in your reservation.
Is my meeting private?
No.

Non-library-sponsored meetings must be open to the general public and cannot be restricted to the members of the sponsoring organization. This means any member of the public who sees a meeting taking place may enter and participate.

Meetings may be monitored by staff to ensure compliance with rules and regulations.
Promoting your meeting
Publicity is the responsibility of the group or organization holding the meeting.

The library does not endorse or sponsor a group or the organization’s policy or beliefs.

Every reasonable effort should be made that the organization’s publicity does not give the impression that the library is a sponsor or endorses the group or organization's beliefs.

The name and address of the library may not be used as the official address or headquarters of any organization.
Late or a no-show
After 30 minutes, a group may forfeit its reservation if it fails to appear as scheduled.

Groups must notify the library of cancellation 24 hours in advance of meeting date.
Moving furniture
Groups may make physical changes to the room setup. Furniture can be moved within the room but must be returned to its original arrangement after the meeting.

NOTE: Some rooms may have fixed setups and are available only as is. Please refer to the Room Brochures section on this webpage or check with branch staff for further assistance.

After each meeting, all furniture must be restored to its original arrangement, and the room should be left in the condition in which it was found.

Failure to comply may result in the revocation of room reservation privileges. Diagrams of the original room configuration are posted in each room.

The Library Board of Control will serve as the final authority regarding the use of meeting facilities.
Bringing own equipment
Certain equipment is available in community or conference rooms, though it may vary by location. This equipment can include projectors, screens, podiums, DVD players, and easels.

If you need equipment, please check with branch staff.

Some branches also offer checkouts for cables and devices, such as laptops.

CABLES AND OTHER EQUIPMENT
Users of community and conference rooms must supply their own devices, including laptops or tablets, VGA/HDMI cables, and presentation accessories (e.g., a red laser pointer).

For users at the Central Branch, please check with the Help Desk on the first floor to borrow cables.

Patrons can also check out a laptop from Central's laptop kiosk for use within the building, including in the DeBakey Room or Thielen Room on the second floor.

For Mac or iOS devices, please bring your USB adapter.
Laptops, devices, and hotspots may also be available for checkout.
Check in & Check Out Procedures
Please check in and check out at the front desk of your local library branch. If using the Central Branch, please do both at the Reference Desk which is located in the center of the main floor.

Staff can verify needed equipment, check out equipment, or assist with other requests.

Need a copy of the policy?
You can print a copy or pick up one at any of our branches. Please review the information below before requesting to use the rooms.
Meeting Room Policy
Types of Facilities
We offer community rooms with capacities ranging from 11 to 100 and conference rooms with capacities from 6 to 10. To reserve these rooms, please complete the online Reservation Request form.

For Individual and Small Group Study Rooms or Reading Rooms, which accommodate 1 to 5 people, please contact or ask staff at the Central Branch, Moss Bluff Branch, Sulphur Regional Branch, or Vinton Branch for details on usage.

NOTE: The library reserves the right to relocate a reservation to a more appropriately sized room.
Branch Contact Info
Central Branch
(337) 721-7116
M-Th: 9a - 8p; F: 9a - 6p
Sa: 9a - 5p; Su: 1p - 5p

DeQuincy Branch
(337) 721-7087 or (337) 786-4213
M-F: 9a - 6p

Iowa Branch
(337) 721-7101
M-F: 9a - 6p

Moss Bluff Branch
(337) 721-7128
M-Th: 9a - 8p; F: 9a - 6p
Sa: 9a - 5p; Su: 1p - 5p

Sulphur Regional Branch
(337) 721-7138
M-Th: 9a - 8p; F: 9a - 6p
Sa: 9a - 5p; Su: 1p - 5p

Vinton Branch
(337) 721-7095
M-F: 9a - 6p

Westlake Branch
(337) 721-7113
M-F: 9a - 6p

Additional rooms will re-open in the future.
Room Brochures
Central Branch
Room brochure

DeQuincy Branch
Room brochure

Iowa Branch
Room brochure

Moss Bluff Branch
Room brochure

Sulphur Regional Branch
Room brochure

Vinton Branch
Room brochure

Westlake Branch
Room brochure
Library Card/PIN Option

On the Room Request Form, adding your library card number is optional. After submitting the form, you will receive a confirmation email containing the individual reservation reference number and a link to the View/Manage Reservations portal.

You can get an update on the status of your reservation by calling or visiting https://calcasieulibrary.org/myreservations and entering your reservation reference number (od9sqf) and last name.

By using your library card with each request, you can view and manage all your reservations (both past and current) through the Manage Reservation portal. Without using your card, you are limited to viewing and managing a specific reservation.

Do It Yourself

View/Manage Reservations

 View your past or current reservations. Please refer to the Library Card/PIN option above for details.

Study Rooms

  • Study rooms are available at the following branches: Central, DeQuincy, Iowa, Moss Bluff, Sulphur Regional, and Vinton.
  • Each branch has at least one study room that accommodates 2 to 6 people.
  • Reservations are on a first-come, first-served basis, so please check with library staff for assistance.

update: August 1, 2024