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Meeting Rooms


Audio-visual components are being upgraded in all meeting rooms starting March 18, 2014. One room will be upgraded at a time. During the time a room is upgraded it will not be available. The project is expected to be completed by April 24, 2014.
If you have questions contact us at meetingroom@lclsonline.org or call our main number at 307.634.3561

General Information
Meeting Room Policies
Using Meeting Rooms Outside Regular Library Hours
Audio-Visual Equipment for Use
Special Services & Fees
Reserving a Meeting Room
Things to Keep in Mind
Request a Meeting Room


General Information

The Laramie County Library in Cheyenne has five meeting rooms and a computer classroom available for public use.

First Floor / Gallery area

Cottonwood Room

  • Seats 225, 24 tables
  • Portable podium
  • Two microphones available to use at the same time with floor stand
  • Three areas to connect a laptop to the ceiling-mounted projector (wall panel, stage and floor)
  • Touch-panel control screen, controlling lights, shades, system on/off, volume, etc.
  • Ceiling-mounted loudspeakers distributed throughout the room
  • ADA-compliant radio frequency assistive listening system
  • Specialized lighting and controls
  • Kitchen use is optional

Willow Room

  • Seats 49, 6 tables
  • Portable podium
  • Microphone available
  • Wall-mounted receptacle to connect a laptop to the ceiling-mounted projector
  • Wall-mounted keypad for simple control of system on/off and volume
  • Ceiling-mounted loudspeakers distributed throughout the room
  • Wall-mounted white board
  • Kitchen use is optional
Second Floor

Sage Room

  • Seats 27, 4 tables
  • Microphone available
  • Wall-mounted receptacle to connect a laptop to the ceiling-mounted projector
  • Wall-mounted keypad for simple control of system on/off and volume
  • Ceiling-mounted loudspeakers distributed throughout the room
  • Wall-mounted white board
  • Small kitchenette
Third Floor

Windflower Room

  • Seats 16, conference table
  • Wall-mounted receptacle to connect a laptop to the ceiling-mounted projector
  • Wall-mounted keypad for simple control of system on/off and volume

Sunflower Room

  • Seats 41, 2 tables
  • Portable podium
  • Microphone available
  • Wall-mounted receptacle to connect a laptop to the ceiling-mounted projector
  • Wall-mounted keypad for simple control of system on/off and volume
  • Ceiling-mounted loudspeakers distributed throughout the room

Computer Classroom

  • Please complete the Audio-Visual Equipment Training Request Form and return it to Ask Here.  Once the individual has completed this class, they may reserve a meeting room online, or visit the Ask Here desk on the 1st Floor.
  • 12 PCs with Microsoft Office 2007 software and Internet Explorer (additional or specialized software will not be installed by library staff)
  • Printing to printers in the Computer Center
  • Table-mounted receptacle to connect a laptop to the ceiling-mounted projector
  • Wall-mounted white board
  • Wall-mounted keypad for simple control of system on/off and volume
  • $25 per half hour fee for use of the Computer Classroom

The Burns Branch Library also has a meeting room available. For more information, call 307-547-2249.


Meeting Room Policies
  • The meeting rooms may be used for commercial and non-commercial activities.
  • Generally, no fees are charged under the following circumstances.
    • Nonprofit meetings that are free and open to the public where all can participate fully.
    • Governmental agency hearings that are open to the public .
    • Meetings sponsored by LCLS in support of its mission and goals.
  • Fees are charged for the following uses.
    • Meetings that are closed to the public, e.g. interviews, depositions, etc.
    • Meetings of profit-making groups or businesses.
    • Fundraising events other than those sponsored by the library.
    • Meetings that are restricted to members of a particular group.
    • Meetings that require payment of tuition or other fees.
    • Meetings where products or services are promoted or sold.
    • Meetings where money is collected through sales or donations.
  • Fees for meeting room space are $25 per half hour. This fee is charged for the time used by the organization, and partial half hours are charged by the half hour. All fees must be paid the day the room is used.
  • Piano teachers may book recitals in the Cottonwood/Willow Rooms at no charge for the room or use of pianos. Pianos are only available in the Cottonwood Room.
  • Groups wishing to use the pianos in the Cottonwood Room may be required to complete and sign a Piano Use Agreement Form.
  • Political rallies, demonstrations and announcements of candidacy may occur within a library meeting room as long as all meeting room and library policies are adhered to including, but not limited to, no signage outside of the room and appropriate noise levels are maintained.
  • Library meeting rooms cannot be used for private social events such as showers, birthday parties, etc.
  • Library activities take precedence over all other meeting room activities.
  • Laramie County Library System reserves the right to review each prospective use and determine whether or not that use falls within the meeting room policies and LCLS’s Code of Conduct and the needs and the functions of the library.
  • To use the meeting rooms, the person responsible for the group must complete an application. Applications are used to ensure that groups comply with library policies.
  • Permission to use the library’s meeting facilities does not constitute an endorsement by the library for a group’s product, service or program. In issuing any publicity, groups may not infer that their programs are sponsored, co-sponsored or approved by LCLS.
  • No alcoholic beverages may be served, and tobacco use is not permitted.
  • Use of the premises may be terminated at any time if the conduct of the group or any member of the group is not in compliance with the LCLS Code of Conduct, meeting room policy or other relevant library policy or the needs and the functions of the library.
  • NO frying of any kind may take place in the kitchen. Frying in the kitchen may result in a $50 fee and suspension of all kitchen privileges for a period of one year.
  • If the room and/or kitchen are not left in a clean and orderly condition, a $25 cleanup fee will be charged. The cost of repair and/or replacement for excessive damage to room, damage to equipment or cleaning of carpet stains may be charged to the group.


Using Meeting Rooms Outside Regular Library Hours

All meeting room policies apply for meeting room usage before the library is open and after the library is closed.

  1. The Cottonwood Room and Willow Room are available for before-hour and after-hour usage. All other meeting rooms are only available when the library is open.
  2. A fee will be charged for before and/or after-hour usage at the rate of $25 per half hour. (Governmental entities are excluded from this fee.)
  3. A $50 no-show or late fee will be charged to those who do not report at the scheduled time.

BEFORE THE LIBRARY IS OPEN:

  1. The Cottonwood Room and Willow Room may be booked beginning at 7:30am, Monday-Saturday and 10:30am on Sunday.
  2. No assistance will be provided other than checking out the room key, microphones and AV cart.
  3. A library employee will meet the group in the Gallery space at the earliest time requested on the meeting room reservation form.

AFTER THE LIBRARY IS CLOSED:

  1. No employees will be present after hours. After-hour usage is contingent upon availability of security personnel contracted by the library. The security company will be compensated by the person booking the room at the normal hourly rate charged to the library for security services.
  2. Requests for after-hour usage must be made at least three weeks in advance and may be made online using the “Reserve a Meeting Room” form. The time you request must overlap with the last hour the library is open so that an employee is here to check out keys and/or other items you would like to use in the meeting room.
  3. Once the library receives your request, library personnel will contact the security company to check the availability of security personnel for the dates and times of your request.
  4. No alcoholic beverages may be served, and tobacco use is not permitted.
  5. The library’s wireless network shuts down at 10pm.

HOLIDAYS AND CLOSURES: Requests to use the library during holiday or other closures must be made to the County Librarian or designee.


Audio-Visual Equipment

WHAT’S AVAILABLE

All rooms are equipped with ceiling-mounted projectors and drop-down projection screens. Plus, all but the Windflower Room have sound systems. This technology is accessible with your own personal laptop. Cables can be checked out at the Ask Here desk on each floor. The library has AV carts for each meeting room, available for check out with a fee. These carts come equipped with a laptop that has Microsoft Office 2007 and StarBoard, which is an easy-to-use interactive “whiteboard-like” presentation system. Used in conjunction with our projector and sound systems, these provide a rich multimedia experience for your presentation or meeting. Need to connect to the Internet for your meeting? Wireless connection is available throughout the library and includes all meeting rooms. All you need is a valid library card (or day pass) to connect. You may also print from a computer in the meeting rooms and pick up the printing in the copy room on the respective floor. DVD players can be checked out for a fee (See Special Services and Fees). Your meeting will be listed in the schedule on the LCD screen outside your reserved room on the day of your meeting.

HOW TO USE THE EQUIPMENT

The Laramie County Library is pleased to provide two levels of training on the technology in our meeting rooms:

  1. 30-minute overview with an AV cart for our regular meeting rooms
  2. Special instruction in our Computer Classroom

To schedule training, you must contact us at least 72 hours prior to your event by completing the Audio-Visual Equipment Training Request Form. Library Information Technology Services staff will contact you to schedule training. Use of this equipment may require a fee payment or deposit. If so, we will need your credit card information prior to use. We cannot guarantee technical support during your event. Prior meeting room bookings may prevent training. *If you are using your own computer equipment to connect to the technology in the meeting rooms, limited troubleshooting assistance will be provided. Due to liability issues, the library staff will not be able to touch your computer equipment.


Special Services and Fees
  1. Commercial group fees: $25 per half hour (partial half hours charged by the half hour).
  2. For the Cottonwood and Willow Rooms, a full kitchen is available at no charge. Two large pots for coffee and one for hot water are available. All other supplies must be provided by the group using the kitchen. Note: If two meetings are going on at the same time, the kitchen may be shared.
  3. Library audio-visual (AV) equipment, including a microphone, may be used in the meeting rooms. AV equipment must be reserved prior to the meeting. For a list of AV equipment and fees, speak with the staff at the “Ask Here” Desk on any floor.
  4. Training is provided if you wish to connect your personal laptop to the meeting room technology or want to use the library’s AV cart and/or Starboard electronic whiteboard technology. A training session may be arranged with Information Services by filling out a training request form. Information Services needs 72 hours notice in which to schedule a room and a trainer for the training session.
  5. If you are using your own computer equipment to connect to the technology in the meeting rooms, limited troubleshooting assistance will be provided. Due to liability issues, library staff will not be able to touch your computer equipment.
  6. Computer Classroom: The primary use for the Computer Classroom is for library-offered classes or library-sponsored classes.
    • There is a $25 per half hour fee for use of the Computer Classroom.
    • To book the Computer Classroom, the person who wishes to conduct a class in that space must go through the library’s Computer Classroom orientation class.
    • Once the individual has completed this class, they may reserve a meeting room.

AUDIO-VISUAL EQUIPMENT FEES

Item Fee
TV/VCR/DVD player $5.00
Starboard (electronic whiteboard)* $20.00
Laptop with AV cart* $20.00
Overhead projector $2.50
35mm slide projector $2.50
LCD projector (built in) no charge
Easel no charge
Microphone no charge
Piano ** $10.00

*Credit card must be provided **Two available; Cottonwood Room only


Reserving a Meeting Room
  1. Meeting rooms may be reserved up to 3 months in advance. Reservations may be made in person by the individual responsible for all fees and designated to serve as the group’s contact with the library. Deviation from this policy will be handled on a case-by-case basis by the Board of Directors.
  2. Reservations may also be made online. Meeting room requests will be logged in the order they are received. However, it may take staff up to 72 hours to verify the meeting room’s availability. E-mail will be sent to verify that the room was reserved or to inform that a room is not available.
  3. Fees must be paid on the day of use.
  4. Due to high demand, groups of 1-3 people may not book the meeting rooms in advance. However, if there is a room available when you arrive, you may reserve the room at that time. There are small study rooms on the second and third floors that may be used on a first come, first serve basis.
  5. To contact the library electronically to discuss current or future bookings, please e-mail meeting@lclsonline.org.  You may also call the Meeting Room Coordinator at 307-634-3561.
  6. The Library Cafe offers catering services for meetings held in the library. For details, call 307-773-7215, email the Cafe Supervisor, Blithe McAndrew at bmcandrew@lclsonline.org or visit the Cafe.

*The Burns Branch Library also has a meeting room available. For details, call 307-547-2249.


Things to Keep in Mind
  • Reserve adequate time. For example, if you plan to begin your meeting at 2pm and need set-up time, book the room for 1:30pm.
  • You are responsible for setting up the room for your meeting; the library does not offer set-up services.
  • Vacate the room 10 minutes before the library closes; allow enough time for cleanup.
  • If tables are taken out, put them away at the end of the meeting.
  • Book meeting rooms 3 months in advance. The rooms are heavily used and slots fill quickly.
  • Storage space is not available.
  • Stack chairs used during your meeting against the wall.
  • If spills occur, immediately notify staff so that it may be properly handled to prevent carpet cleaning bills.
  • Return the room key and equipment to the appropriate desk at the end of your meeting.
  • Do not tape signs to doors, windows, etc. The display outside the room contains your meeting information.
  • The Internet is only accessible via wireless connectivity or a rented AV cart.  To access, you can use a day pass, a valid library card or the login on the meeting room key tag.

ON THE DAY OF THE MEETING

Those who arrive early will not have access to the room until the actual reservation time. If a meeting is set to start at the time the library opens or to end when the library closes, meeting attendees will not have access to the library prior to opening time of the library or after closing time of the library. The key to open your meeting room will be checked out to a member of your group at the Ask Here desk on the floor where the meeting room is located.


Request a Meeting Room

(*required fields)

xxx-xxx-xxxx
Do you need audio-visual equipment training?
If so, click here.
Meeting Room Application Agreement
I, the undersigned, on behalf of the above organization, have read and received the meeting room policies outlined in the Meeting Room Brochure or this page. I agree to inform the participants of all the regulations governing the use of the meeting rooms, to abide by these regulations, to accept full liability for any damage to facilities or equipment, and to confine the organization's activities to the assigned room. I understand the room must be left in a clean and orderly condition. I also understand that the library reserves the right to revoke meeting room privileges at any time. Further, I agree that the Laramie County Library System can share with interested parties information about this meeting and the contact person and organization.
Please check your email for confirmation of your event submission. If you did not receive confirmation within 72 hours, please call 307-634-3561.