Meeting Rooms
Policy And Guidelines

We have meeting room facilities available at many of our branch locations. Please contact the nearest branch or Central Library for more information concerning meeting room availability. The office hours for checking on the availability of meeting rooms are 9:00 a.m. to 5:00 p.m. Monday through Friday.

Meeting Rooms Policy

Birmingham Public Library provides meeting rooms for use by community groups and organizations for a nominal fee, when space is available. The primary purpose of library meeting rooms is to serve the needs of library-sponsored programs and services, and such functions shall always have priority. Library meeting rooms are not available for commercial ventures. Groups using library meeting rooms may not charge admission or request donations, gratuities, or any type of monetary fees or charges for admission or participation. Meetings may not be restricted and must be open to the general public. Agreement and application forms must be turned in and meeting room fees paid to the library, before the meeting rooms can be scheduled.

In accordance with the Library Bill of Rights, Article VI, the Birmingham Public Library meeting room facilities are available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals requesting their use. Permission to use Birmingham Public Library meeting room space does not constitute an endorsement of the users' policies, presentation, or viewpoints by the Birmingham Public Library or the City of Birmingham.

Approved 06/14/2023

Guidelines for Meeting Rooms Usage
  1. Application forms for use of library meeting rooms may be obtained at all locations of BPL, where meeting rooms are available. The application form must be completed in full and submitted to the library location where the meeting is to be held at least five (5) business days prior to the date requested. The applicant must be 21 years of age, have a valid Alabama Driver's License or State-issued ID, and a valid library card. If for an organization, reservation must be made by a responsible member, age 21 or over, who will see that all of the regulations are followed.
  2. Payment of a non-refundable fee is required at the time a reservation is made. No space is to be considered confirmed until this fee is paid.
  3. In order to reschedule or transfer a reservation, cancellations must be made at least three (3) business days in advance of a scheduled meeting. If these conditions are not met, the fee will be forfeited and no rescheduling allowed.
  4. Meetings may not be restricted and must be open to the general public.
  5. Meeting room clients must not use advertising and publicity which imply that their programs are sponsored, co-sponsored, endorsed, or approved by the Birmingham Public Library without written permission. No group or individual may use the library as a mailing address. Neither the name nor logo of the library is to be used in handouts, or advertising of any kind except as a source of location.
  6. Groups wishing to apply for a series of meetings may fill out one application form in advance of the first meeting accompanied by a schedule of future meeting dates and times. Fees for each meeting must be paid at the time the application is submitted. Reservations will not be made for more than one year in advance.
  7. Upon request, the library will provide appropriate aids and services for persons with disabilities so that he/she may participate fully in programs, services, and activities. Requests for use of special accommodation equipment must be made upon the submission of application.  Please allow two (2) business days for the library to provide proper accommodation. Availability of services depends upon location.
  8. Meeting rooms are reserved only for use during the operating hours of the library location at which space is requested. Event organizers should have everything cleaned up and removed from the premises one (1) hour before closing.
  9. Rooms are assigned on a first come basis. The library reserves the right to relocate a group within the library if circumstances warrant.
  10. Groups of individuals under the age 21 must have an adult sponsor in attendance at their meetings at all times.
  11. Children must be supervised at all times. The library is not responsible for children left unattended in the library while their parent or guardian is in a meeting at the library.
  12. Excessive noise or disruption to the functions of the library is not permitted. (See Birmingham Public Library Rules.)
  13. No pets are allowed in the library except service animals.
  14. When a severe weather warning is issued, the library staff will follow evacuation procedures outlined in its Emergency Procedures Manual.
  15. Persons attending meetings are subject to all library rules and regulations. Meetings may not be held at tables or seating areas of the library designated for reading, research and study. The library may deny use of meeting rooms to any group that fails to comply with these rules and regulations.
  16. If any light refreshments are served in the meeting rooms spaces, a $20 to $50 non-refundable surcharge is required at the time of reservation. There are no kitchen facilities available.
  17. The library meeting rooms must be left in a clean and orderly condition. Users must pay the cost for repairs for any damages to facilities or equipment. The person signing the application form is considered the responsible party for any damages caused while their group is using the meeting room.
  18. Groups may not use the library as their mailing address, nor may they state or imply that the library sponsors or endorses their meeting. Porter services are not available.
  19. The library is not responsible for items left in its facilities. Storage space is not available.
  20. No smoking is permitted in library buildings including entranceways, hallways, and public restrooms.
  21. There will be no set ups outside of theater style.

Additional information can be found in the Checklist for Meeting Room Use.

Rev. 07/01/2021
Meeting Rooms, Usage and Fees (Non-Refundable) *
Meeting rooms may be reserved for a time slot of up to four (4) hours. Meetings exceeding the four-hour time slot will incur an additional room usage charge.
No additional refreshments surcharge will be applied.  
Maximum Seating Capacity Cost Surcharge
Conference Rooms 15 people $25.00 $20.00 Non-Refundable
Meeting Rooms
Only Available at Branches
75 people $100.00 $25.00 Non-Refundable
Auditoriums Over 100 people $300.00 $50.00 Non-Refundable
Grand Reading Room Over 200 people $500.00 $100.00 Non-Refundable

A $20  to $100 non-refundable surcharge is required, if the user serves any refreshments.

Call the Administration Office at (205) 226-3610 for further questions/details.

* Fees subject to change without prior notice.

Agreement and Application Forms

Both forms must be completed and brought to the appropriate library.


Fee Structure: Effective 07/01/2021

Application For Use of Meeting Room Facilities
Checklist for Meeting Room Use
Meeting Rooms User Agreement Contract


Page Last Modified: 6/15/2023 10:45 AM