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Meeting Rooms
First time applicants: 
Please read the Rio Rancho Public Library Meeting Room Use Policy below and complete the Agreement for Use of a Meeting Room Form. We will respond to your request within three business days.   

Returning applicants: 
Please review the policies below, then request a room. We will respond to your request withing three business days. 

For more information or questions, please call 505-891-5013, ext. 3081.

*Rio Rancho Public Libraries also offer study rooms on a first come, first served basis. For more information, please see the study rooms page

Rio Rancho Public Library Meeting Room Use Policy

The Rio Rancho Public Libraries meeting rooms are designed to provide Library programs for the information and education of the public it serves, as well as space for official Library meetings.  When available, these rooms can also accommodate a variety of public meetings and programs; however, meeting rooms may ONLY be reserved by:
  • Other City of Rio Rancho Departments and governmental agencies within Sandoval County that serve the citizens of Rio Rancho.
  • Locally sponsored information, educational, and cultural programs.
  • Meeting of local, civic, or non-profit organizations.

Programs by out-of-town organizations that otherwise meet the above criteria must be sponsored by a local group that serve the citizens of Rio Rancho, and with the approval of the Library Director. Library and City of Rio Rancho meetings and programs will always receive priority over those other organizations, and may pre-empt previously scheduled non-Library meetings, at the discretion of the Library Director. 

All persons seeking to reserve a room from the above listed organizations must apply by completing the Library’s "Agreement for Use of Meeting Room” form and submit it to designated Library staff prior to reserving and using a room.  Persons reserving rooms must have read and sign that they agree to the terms and conditions lined out on the Agreement application, and agree to assume full responsibility for their organization in complying with all conditions regarding the use of the Rio Rancho Public Library and its branches meeting rooms.  

Meeting room use including set-up and clean-up is limited to these hours:

Loma Colorado Main Library 
Monday through Thursday  10:00 A.M. to 7:30 P.M.
Friday and Saturday 10:00 A.M. to 4:30 P.M.

Esther Bone Memorial Library Branch
Tuesday  noon to 7:30 P.M.
Wednesday through Saturday 9:00 A.M. to 4:30 P.M.

All meetings and programs must be free and open to the public.  The only exceptions are Library staff meetings, trainings, and City of Rio Rancho trainings.


MEETING ROOM REGULATIONS
  1. Meeting rooms may be reserved for use by educational, civic, and cultural groups, when no admission is charged.  Exceptions to the “no charge” rule may be made for meetings sponsored by the Library, or an approved non-profit educational group or institution. The room may not be used by commercial groups for sales purposes;
  2. The Library will not accept reservations for more than one meeting at time.  This regulation is made to allow all eligible groups equal access to the meeting rooms;
  3. Organizations will be held responsible for damage to meeting rooms.  Future usage will be refused if a meeting room is damaged or otherwise left dirty or in disarray;
  4. Meetings must be finished at least ½ hour before the Library closes.  Library staff is required to have the Library building vacated and secured at the published closing time;
  5. Organizations may request a specific audio/visual set up for the meeting room they reserve.  In the event of a personnel shortage, the Library cannot guarantee all set-ups as requested;
  6. Library personnel will make available audio visual equipment, as stated in the original request.  Items not requested during the registration process may not be available at the scheduled meeting time;
  7. The Library cannot provide personnel or resources to advertise, greet and direct meeting attendees, or assist in handling exhibits and other materials needed by organizations using the meeting room;
  8. No smoking is allowed in the Library and no candles or open flames are permitted in meeting rooms; 
  9. Snack foods or refreshments are permitted in the auditorium only, and must be approved prior to the meeting.  No alcoholic beverages may be served on City property.  The Library does not provide paper products or refreshments for meetings;
  10. The Library does not provide office supplies, telephone service, copier services, or computers; however there is a coin-operated copier, a public courtesy phone, and free internet access located within the building;
  11. The maximum capacity for all rooms shall be strictly observed and enforced due to City Fire Codes;
  12. The Rio Rancho Public Libraries shall not be responsible for lost, stolen, or damaged items; nor for personal injuries sustained on the premises subsequent to attending a program not sponsored by the Library
  13. Materials may not be sold, nor fees charged, without the express approval of the Library Director and the City of Rio Rancho.
  14. Organizations using the Library facilities will ensure that all programs, services and activities are accessible to persons with disabilities, in accordance with the Americans with Disabilities Act. These regulations and the procedures for reserving and using meeting rooms are subject to change.
  15. In the event of a meeting cancellation, the group organizer must notify the Library as soon as possible, but not later than 24 hours in advance of the scheduled meeting.  This will allow other groups the opportunity to use the affected room.  Please notify us at 505-891-5013; option Circulation, in person at the Information Desk or via email. The Library Director retains the right to refuse the use of the meeting rooms to any individual or organization that does not abide by these regulations; 
  16. An adult member or sponsor for the organization shall sign this form to confirm the date of request, and assumes full responsibility for the condition of the meeting room used.