Application Procedure

1.         An application is required of all groups using the meeting rooms. Application forms are available at the Administration Office in the Main Library and at the Branch Libraries where the facilities are located. Hours for bookings and submitting applications may be limited.

2.         Rooms will be reserved on a first come, first served basis. A one week (5 business days) courtesy hold may be made but reservations cannot be confirmed until the signed confirmation has been received and all fees and deposits paid. If payment is not received within 5 business days the reservation will be released. Payments must be made by check, money order (payable to the Santa Monica Public Library) or cash.

3.         In the event of conflicts over requested dates for use of the meeting rooms, preference will be given in the following order:

a.         Library events

b.         City agencies

c.         Others

4.         Use of the facilities may be revoked by the City Librarian if there is a conflict with Department use.

5.         Rooms may be booked no more than two months in advance at the Main Library and three months in advance at the Branch Libraries..

6.         Meeting room use is limited as follows:

·     Meeting rooms may be booked for a maximum of six hours system wide, as two three-hour sessions, per applicant or organization per month. 

·     The standard booking fee covers one three-hour session including set-up and clean up time.

·     A single meeting room session may be booked for additional hours (not to exceed the maximum usage of six hours per month). 

·     Additional hours will be charged as listed in the fee schedule. 

·     An applicant or organization that uses more than three hours in a session will have reached their limit for the month. 

·     Santa Monica residents attach proof of residency: Copy of picture ID or utility bill. If event is for an organization and a Santa Monica address is being used for fee purposes, it must be the address of the organization.

7.         Applications are subject to review by the City Librarian and the Library Board, who will determine compliance with Library meeting room policy.

8.         Applicant will be notified of approval of application.

9.         Facility entrance doors will be closed and locked 30 minutes after permitted starting time if users fail to show up. Refunds due to late arrivals or no shows will not be granted.  

Cancellations