Rogow Room Guidelines & Policies

Before You Reserve

The Rogow Family Community Room may be reserved by nonprofit, tax-exempt, and government organizations for meetings, educational programs, and community events. Proof of nonprofit status may be required.

Reservations:

• Must be submitted at least 2 weeks before the event and no more than 6 months in advance.
• Must be for a minimum of 2 hours.
• Are available Monday through Saturday, 8:00 a.m.–10:00 p.m.
• Are not confirmed until approved by library staff and all applicable fees have been paid.

Please include all setup, event, and cleanup time in your reservation request. The room may not be available before or after your reserved time.

To request a reservation, review and agree to the Rogow Room Use Policy and complete the reservation application.

 Questions? Contact [email protected] or (828) 884-3151 ext. 1826.

Reservation Options and Capacity

The Rogow Room may be reserved as either:

• the entire room, or
• one half of the room.

Each half has its own audiovisual system.

Maximum occupancy:

• Whole Room
  • Chairs only: 250
  • Tables & chairs: 125
• Half Room
  • Chairs only: 85
  • Tables & chairs: 48

Please do not exceed occupancy limits established by the County Fire Marshal.

Room Features

Furniture

• Rectangular tables
• Round tables
• Card tables
• Chairs
• Podium

Suggested room layouts are available.

Audiovisual Equipment

• LCD projector
• Drop-down projection screens
• Built-in sound system with T-Coil hearing loop
• Podium microphone
• Tabletop and wireless microphones (available upon request)
• Laptop (available upon request)

The projector accepts HDMI connections. HDMI adapters may be available but cannot be guaranteed.

Library staff may be available at the beginning of your reservation to assist with equipment setup but cannot provide ongoing technical support throughout your event.

Kitchen:

• Full-size refrigerator
• Range/oven
• Microwave
• Double sink
• Dishwasher

Groups should provide their own serving utensils, dishes, and disposable supplies.

Room Use Expectations

Organizations using the Rogow Room are expected to:

• Have an authorized representative of the reserving organization present throughout the event.
• Keep activities within the reserved space.
• Return the room, furniture, kitchen, and equipment to their original condition unless otherwise directed.
• Remove event materials and excess trash.
• Clean any surfaces or kitchen areas that were used.
• Report any facility or maintenance concerns to library staff.
• Request audiovisual assistance in advance if needed.

Please note:

• Decorations, signs, and banners may not be attached to walls or other surfaces.
• Materials may not be stored at the library before or after an event.
• The library is not responsible for loss of or damage to personal property.
• A library representative may enter or be present during any event.

Reservation Conditions

The library welcomes a wide variety of educational, cultural, civic, and community activities. Permission to use the room does not imply endorsement by the Transylvania County Library or Transylvania County Government.

Advertising may identify the library only as the event location and must not suggest sponsorship or endorsement.

All Library policies, Transylvania County policies, and applicable laws apply to room use. Prohibited activities include, but are not limited to:

• Private, for-profit business use.
• Personal social events such as weddings, receptions, birthday parties, baby showers, or class reunions.
• Fundraising, solicitation, or sales, except pre-approved cost-recovery registration fees or donations.
• Activities that interfere with normal library operations.
• Use of the room as an organization’s permanent meeting place or headquarters.

Groups showing films must complete the Public Performance Waiver.

The library may limit the frequency or duration of reservations to ensure equitable access for community organizations.

Reservations may be canceled if policies or laws are violated.