Equipment Catalog

Meeting Room Guidelines

1. The Library is not currently approving reservations for personal, social, fee-based events, or for political organizations designated by the IRS as a Section 527 Political Organizations (e.g. PAC’s, candidate committees, political party committees).
2. Promotion, solicitation, advertising, sales, or partisan political events are prohibited.
3. Each organization may make a maximum of two bookings per month.
4. Beginning August 1, 2024, reservation requests may be submitted up to two months in advance and no fewer than five (5) business days before the requested meeting date.
5. Meeting rooms may be reserved by nonprofits, library partners, local organizations, and businesses.
6. To reserve a room at no cost, the organization must provide a valid Employer Identification Number (EIN) or digital copy of Government issued documentation articulating the non-profit status.
   • Groups without an EIN or documentation will be charged a refundable maintenance fee of $100, plus an hourly rate of $30 per room.
   • All fees must be paid at least five (5) business days prior to the event.
7. Reservation times must include setup and cleanup. For example, if your event runs from 3:00–4:00 p.m. and you need 30 minutes to set up and reset, you must reserve the room from 2:30–4:30 p.m.
   • Access to the space is limited to the approved reservation period. Early entry or extensions are not permitted.

How to Place Your Meeting Room Request

1. Choose a Location
   Use the drop-down menu above to select your preferred library location.
2. Select Your Date
   • Click “Go To Date” (located beneath the calendar date) to choose a specific date.
   • Use the left and right arrows to move forward or backward one week at a time.
3. Find an Available Room
   Browse the list of available meeting rooms. You may need to scroll to the right to view all available dates and times.
4. Select a Start Time
   Click on a green box representing your desired start time.
5. Adjust Your End Time (if needed)
   After selecting your start time, a drop-down menu will appear beneath the list of rooms. Use it to choose your end time if it differs from the default.
6. Add Amenities (optional)
   To include additional equipment or features, click “Add Equipment” next to the “Submit Times” button.
7. Submitting Your Request
   Review your selections and click “Submit Times.”
8. Nonprofit Reservations
   • Nonprofit organizations will initially see a cost estimate in their confirmation email.
   • Once your nonprofit status is verified, all applicable fees will be removed.

If you are a non-profit, you will still see a cost in your email.

Once you have been confirmed as a non-profit, the cost will be removed.