Meeting Room

Tracy Public Library has two meeting rooms available for public use. The Hyland Community Room has a maximum capacity of 60 people, and the Conference Room has a maximum capacity of 15 people.

Inquire at the Circulation Desk for an application and Meeting Room Policy, or see below.

Meeting Room Policy

Purpose:  Tracy Public Library welcomes public use of its meeting and conference rooms by individuals, groups, and organizations in accordance with this policy. The Library Director, or designee, is responsible for all enforcement and decisions regarding this policy.

Section 1.  Rooms Available

The following rooms may be reserved:

  • Hyland Community Room: Maximum room capacity is 60 people.
  • Conference Room: Maximum room capacity is 15 people.

Section 2.  General Policy

Who may use reserve a room and whether there is a fee:

  • Free use: The Library, its funders, partners, and co-sponsors; any non-profit group or organization that offers an informational, educational, cultural or civic event or meeting that is free and open to the public.
  • Daily fee: Groups, organizations or businesses (either for-profit or non-profit) that hold meetings or events that are closed to the public.

Priority list for using a room:

  1. Library events
  2. Partners, including funders, government, and co-sponsors
  3. Meetings and events open the public (as described above)
  4. Meetings closed to the public (as described above)

The following events are examples of what may not be held in the Library, including but not limited to:

  • Single political party events and rallies
  • Religious services, rites, and ceremonies
  • Gambling, such as games of chance, bingo or wagering (unless part of a Library fundraiser)
  • Any program or event that charges a fee to attend, requests donations and/or sells services or products
  • Any program or event that encourages or promotes harassment, violence, physical injuries to people or property or that conflict with the Library’s mission, vision, and values
  • Private parties such as birthdays and anniversaries.

Section 3.  Conditions For Use

  • Rooms are generally only available during hours of operation (10 a.m.-6 p.m. Monday through Thursday; 10 a.m. to 12 p.m. Saturday), although some exceptions may be made depending on staff availability. However, no meeting or event may start prior to 9:00 a.m. or end after 8:00 p.m. Monday-Thursday, and 9:00 a.m. or 6:00 p.m. on Friday (including time to set up and tear down).  All meetings or events on Saturday must be within the hours of operation.  No events will be held on Sundays.
  • No event or meeting may charge a fee for admittance, be a fundraiser, sell a service or product and/or ask for a donation. A group or organization may ask for a small, reasonable amount to recoup the cost of supplies, materials or food, with the permission of the Library Director.  The Library reserves the right to make exceptions to this for itself, its supporting group or partners.
  • Use of any of the Library’s rooms does not constitute the Library’s endorsement of viewpoints expressed by program presenters or participants. No advertising or announcements implying such an endorsement are allowed.  All advertising must be reviewed by the Library Director before being posted.
  • All who use any Library room are required to abide by the Library’s Customer Code of Conduct Policy, including no smoking or alcohol on Library property.
  • No event or meeting may disturb Library customers, impede Library staff from doing their work, endanger the building, or interfere with the functions of the Library.
  • Attendees to non-Library events must not take the majority or all of the parking available to the Library’s customers along 3rd and Morgan streets. Additional parking is available in the city lots behind the library and next to City Hall.
  • Those who reserve the room will be responsible for garbage removal. Garbage bags will be provided. Those who fail to remove garbage may be billed for garbage removal.
  • The Library reserves the right to cancel use of a room at any time at the discretion of the Director.
  • The Library reserves the right to revoke room privileges to any individual, group, organization or business who does not abide by these Conditions or the Guidelines.

Section 4.  Fee Schedule

Hyland Community Room

  • Free: available
  • Rental Rate: $25/day

Conference Room

  • Free: available
  • Rental Rate: $25/day.

Technology Fee: There is a $20 flat fee to use Library equipment and computers, along with staff help to set up and troubleshoot any issues.

Library staff is unable to help with non-Library equipment and computers.

Damage Deposit: At the discretion of the Library Director or designee, a $50 deposit may be required if food/beverages are served or crafting using any liquids (dye, paint, glues, etc.) is taking place.  Part or all of the deposit may be returned after Library staff review the condition of the room after use.

Cleaning Fee:  Any clean-up following use of a room that requires staff to get the room clean and ready for the next group or puts a room out of commission until damage is repaired will be billed for staff and/or workmen time at their rate of pay, as well as materials and supplies.

Section 5.  Food and Drink

Light snacks and beverages may be served and consumed in both the Hyland Community Room and Conference Room.  Food consumed in the library should not impede other people’s enjoyment of the Library (no strong odors or excessively loud sounds).  No food or beverages will be provided by the Library for events not sponsored by the Library. Library staff will not assist outside groups with setting up, serving, or cleaning up food or beverages.

Section 6.  Inappropriate Use and Breaking Policy or Guidelines

The Library has the discretion to temporarily or permanently ban any individual, group, organization or business that does not use a room, its furnishings or equipment in the way they are intended or in a way that causes damage.

Likewise, if an individual, group, organization or business does not follow the terms of this Policy and its Guidelines, or any other policies or guidelines regarding using Library spaces, the Library has the discretion to temporarily or permanently ban use of Library rooms.

The Library Director makes all decisions whether to ban a group and for how long.

Approved: March 2020

Review: March 2023