Meeting Room Rental Terms and Conditions

Last Updated March 19, 2025

• The conference center rooms at the Advanced Learning Library require one hour of setup and breakdown time. This time allows Library staff to change the room's layout and set up equipment. Renters who need additional setup and breakdown time must include the additional time in their reservation request. At other library locations, 30 minutes of setup and breakdown time are allotted to the renter.
• Meeting rooms are available on a first-come/first-served basis.
• Meeting rooms must be vacated 15 minutes prior to closing time.
• Reservations will be considered tentative until full payment is received. Tentative reservations will be cancelled after ten working days.
• Meeting rooms are available to any group or individual, with the following exceptions:
  • Groups or individuals whose intent is to use the room for retail sales or monetary gain, which includes the receipt or solicitation of contributions, donations, fundraising, or attendees' personal information for future sales or solicitations.
  • Groups or individuals whose purpose is illegal.
  • Groups or individuals whose conduct would interfere with the proper functioning of Library business.
• All use must comply with fire code maximum capacity regulations.
• No candles or open flames in any part of the Library.
• All decorations or displays must be freestanding, or limited to tabletops. Material may be attached to the wall only if painter's tape is used.
• Meeting room activity may not disrupt Library use for others and meeting attendees are subject to all Library rules and regulations.
• Additional fees will be assessed to the individual who contracts the room if the room requires additional cleaning or repair as a result of room usage. A $50 fee will be assessed to the individual who contracts a meeting room if the room is not restored to its original condition.
• Publicity for events must include the statement, "Not an official Wichita Public Library event." Any contact information should refer to the renter. The Library does not provide publicity or advertise for events not sponsored by the Wichita Public Library.
• Refreshments, except alcoholic beverages, may be served in meeting spaces of all library locations if they are kept inside the meeting room. No food or beverages are permitted in the Hyde Conference Room.
  • In branch libraries, the group or individual must provide all serving supplies.
  • For libraries where consumption of alcoholic beverages may be allowed under Section 4.04.045 of the City of Wichita Municipal Code of Ordinances, a valid liquor license from an established business will be required prior to rental date.
• A supplemental rental agreement is required if alcoholic beverages will be served. This is only applicable to rentals at the Advanced Learning Library.
• The Wichita Public Library does not assume responsibility for private property used on Library premises. Any damage to Library premises, furniture, equipment, etc., will be charged to the room renter.
• Rental fees will be refunded if a reservation is cancelled two or more days prior to the meeting date. Cancellations of less than two days will result in a forfeited payment.
• The Library reserves the right to cancel a room reservation or substitute facilities if the room is needed for Library activities.
• Wireless internet access is available and should be requested when contracting the room. Login information will be provided on the meeting date.
• Equipment must be requested when contracting the room. The Library does not provide the staff to operate any equipment, and staff may not be able to provide instruction on equipment use on the day of the rental. Renters may schedule an appointment with staff several days in advance of the meeting to test equipment.

Collaboration and Study Room Booking Terms and Conditions

Last Updated March 19, 2025

Collaboration and study rooms may be reserved on a first-come/first served basis beginning one week before the desired date. One two-hour reservation may be scheduled per day. There is no charge for these reservations.

The Sensory Room at Westlink may be reserved on a first-come/first served basis beginning one week before the desired date. One one-hour reservation may be scheduled per day. There is no charge for these reservations.

When not previously reserved, rooms are available on a first-come/first served basis.