The Gatesville Public Library was constructed with funds from the City of Gatesville, private donations, a grant from the Tocker Foundation, and a grant from the Telecommunications Infrastructure Fund. All programs and uses of the meeting room should reflect the educational, cultural, social, and recreational role the library plays in the community. Library facilities will be made available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission to use the facilities does not constitute endorsement of the group’s beliefs, policies, or activities by the library or the City of Gatesville. The primary purpose of the meeting room is to accommodate current and future library programming needs. All library or City-related or sponsored events take precedence over all other organizations or groups.

After library programming needs have been met, the meeting room will be available in the following order of priority:

  1. Library-sponsored programs
  2. City departments and city-supported civic organizations
  3. Coryell County government entities
  4. County or State of Texas organizations
  5. Non-profit organizations
  6. Other organizations, businesses, and individuals

Free Use

  • The meeting room may be used free of charge by:
  • Library-sponsored events
  • City departments
  • Coryell County government entities
  • Gatesville civic organizations

Business Rental Rates

  • Meeting Room Rental (Business – Per Hour): $20.00 per hour
    • Minimum rental: 2 hours
  • Meeting Room Rental (Business – Per Day): $100.00
    • Based on an 8-hour day

Non-Profit Rental Rates

  • Meeting Room Rental (Non-Profit – Per Hour): $10.00 per hour
    • Minimum rental: 2 hours
  • Meeting Room Rental (Non-Profit – Per Day): $50.00
  • A two-week grace period may be allowed for scheduling adjustments or newly established organizations as approved by the Library Director.
  • Organizations benefiting the library and the education of children may receive up to 24 meetings free of charge before the nonprofit rental fee schedule applies.
All rental fees must be paid at least 24 hours prior to the scheduled meeting. If rental time exceeds the previously established agreement, additional payment must be made on the day of the meeting.
  • Applications must be submitted to the Library Director at least one week in advance of the date the room is needed.
  • Reservations cannot be booked more than two months in advance.
  • Any group may reserve the room no more than one time per month.
  • For groups that are charged a fee, a completed application must be received before the room is reserved, and reservations must be finalized at least 48 hours before the event.

The library reserves the right to cancel reservations in emergency situations or when required for library operations.

The meeting room may be used only during the library’s regular hours of operation:

  • Monday, Wednesday, Friday: 9:00 AM – 8:00 PM
  • Tuesday & Thursday: 9:00 AM – 8:00 PM
  • Saturday: 9:30 AM – 6:30 PM

Under special circumstances, the Library Director may approve use outside normal hours.

The meeting room must be cleaned and vacated five minutes before closing time

The meeting room may not be used for:

  • Social events or private parties
  • Promoting a business or sales activity (such as Tupperware, Avon, Mary Kay, etc.)
  • No charging admission or registration fees
  • Food and beverages may not be served in the meeting room.
  • Smoking is not permitted anywhere in the library facility.
  • Groups showing films, playing music, or presenting copyrighted material must obtain appropriate licensing permissions.
  • Juvenile or young adult groups (18 and under) may use the meeting room only with adult supervision.
  • Use of the meeting room must not interfere with the routine business of the library.
  • The group must designate one responsible individual to ensure compliance with this policy.
  • The facility must be left in the same condition in which it was found.
  • The applicant will be responsible for any loss or damage to library property or equipment resulting from use.
  • Trash or materials from activities must be placed in receptacles provided by the library.
  • The applicant is responsible for maintaining order among attendees.
  • Unless prior arrangements are made, a library staff member must be on duty whenever an outside group (other than the Friends of the Gatesville Public Library) uses the meeting room.
  • If the applicant requires audio-visual equipment, the user must receive training in advance and will be responsible for any damage to hardware or software.
  • If room setup is required, a nominal setup fee may be charged.
Decorations may not damage library property. The use of nails, tacks, staples, tape, or adhesives on walls, ceilings, furniture, or equipment is prohibited unless approved by library staff. Furniture and equipment must not be removed from the meeting room without permission.

Attendance at meetings must not exceed the maximum occupancy allowed under fire and safety regulations. All emergency exits must remain clear and unobstructed at all times.

Any use of library technology, equipment, or internet access must comply with the library’s Acceptable Use Policy.
Groups using the meeting room may not state or imply that the Gatesville Public Library or the City of Gatesville sponsors, supports, or endorses their meeting or program in any publicity or advertising.

The Library Director or designated staff may terminate a meeting or event if participants:

  • Violate library policies
  • Create a disturbance
  • Fail to follow facility guidelines

Groups must notify the library at least 24 hours in advance if a meeting must be canceled.

Repeated failure to cancel reservations may result in denial of future reservations.

The applicant agrees to assume responsibility for any damage to library property resulting from use of the meeting room. The applicant agrees to indemnify and hold harmless the City of Gatesville and the Gatesville Public Library, including its officers, employees, and representatives, from any claims, damages, or liabilities arising from use of the facility.
The Library Director has full authority to grant, refuse, or revoke permission to use the meeting room in accordance with this policy.