Meeting Room Reservations
Welcome to the RCPL Meeting Room Reservations
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You will be required to acknowledge that you agree with all of the provisions and requirements of our Rapid City Public Library meeting room policy by submitting a RCPL Acknowledgement Agreement. This agreement will be held as “active” through December 31st of the current year. Agreements are also available in paper form in the Business Office.
This active agreement will allow the group to submit requests for one-time events or weekly/monthly events up to the agreement’s expiration date. Each group is responsible for renewing their agreement. Agreements may be renewed within a window of 30 days before the expiration date.
Library Meeting Rooms are not available for the following uses:
- Classes conducted by individuals for personal profit.
- Non-profit groups or individuals that sell a product.
- Personal use such as weddings, receptions or parties.
- Individuals or groups requiring a donation or admission fee.
The Rapid City Public Library is a public institution whose meeting and study room facilities are available as a service to the public on a first come, first serve basis. The intent of this policy is to make the Library’s limited meeting room space available on as equitable a basis as possible.
In making meeting rooms and study rooms available, the Library Board has set the following criteria for priority of use in the event of conflicting events.
First priority is given to Library sponsored or co-sponsored programs.
- Second priority is given to community cultural, educational, charitable or civic groups who operate under a non-profit status.
- Third priority is given to study groups, or small free classes (such as exercise, crafts, chess clubs, etc) who want a place to meet that is private and quiet.
- Fourth priority is given to for-profit organizations, for a FEE, based upon availability of meeting rooms and in accordance with the Fee Policy of the Library as outlined below.
The Library reserves the right to limit the frequency of use of the meeting rooms by any one group, to best accommodate the many requests.
The fact that a group is permitted to meet in the Library does not in any way constitute an endorsement of the group’s policies and beliefs. Groups using the meeting room should clearly indicate who is sponsoring the event in their advertisements and news releases.
The Library reserves the right to deny use of a meeting room if the room is needed for Library or civic purposes. Organizations will be given advance notice of the Library’s intent to deny use.
The following guidelines will be adhered to at all events held within Library meeting rooms.
- The group using the room is responsible for all necessary set-up and clean up. Be sure to schedule this extra time when submitting an event.
- Chairs and tables are stored in the meeting room closet.
- The following equipment is available for use in the meeting rooms with ADVANCE NOTICE: VCR/DVD/TV, laptop, projector, telephone.
- Food and or drinks are allowed in the meeting rooms.
- Damages to the premises, equipment or furnishing as a result of group use will be charged to the group responsible.
- No weapons are allowed on the Library premises.
- All Library rules and regulations must be followed.
- The noise level must be kept at acceptable Library level. This includes sound from TV and computer presentations, live presentations, and visiting.
- Meetings scheduled under the Meeting Room Policy are open to the public.
- Cancellations shall be provided at least 24 hours before the scheduled time of the event, either by email or phone call, by a contact person listed on the Acknowledgment Agreement. If any equipment was reserved for the event, please state what was reserved in the cancellation notice.
- Non profit and for profit groups may rent a meeting room that charge for the instructions of a course. The cost and refund rates are the same as listed below.
- Nonprofit groups that charge for items other than a course or selling a product (for example membership fees, free-will donations, supplies, etc) may use the room with no fee.
- For profit groups may use the room for a fee.
- Cost of renting a meeting room is $35 for the first 3 hours and $15 per hour after, per day.
- For profit groups may not sell products or services on the library premises.
- The fee is required before an event can be approved. Event requests will be held as “unapproved” until payment is received.
- Fees can be mailed to the Library in care of the Business Office or dropped off during Business Office hours. Checks should be made payable to “Rapid City Public Library”. Receipts will be provided upon request.
- Refunds for cancelled events will be made only if the Library is given at least 7 days notice of the cancellation.
Meeting rooms are scheduled only during regular hours of Library service and staffing, except for library sponsored programs. Meetings must be concluded so that all participants exit the library no later than the normal closing time on that day.
Please print a copy of this page for your records.
To submit an event for approval, click the “Continue to Calendars” button below. You can then choose each calendar to check for availability. Click the “Add Event” button at the top of the page. Fill out the information and click the”Submit” button or the “New Agreement” button.
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