Space Availability - Coventry Village

Meeting Room Reservations 

Eligibility and Scheduling 

• Reservation requests may be submitted up to two months in advance and no fewer than four days before the requested date.  

• Reservations are considered pending until approved by the Library.  

• Requests are generally approved or denied within 4–7 business days and are not processed on Saturdays or Sundays.  

• Reservations must be made by an adult who is at least 18 years old.  

• The individual making the reservation must remain present during the meeting or event.  

• Due to high demand, individuals and organizations may reserve meeting rooms no more than twice per month. Exceptions may be made for the American Red Cross and the Board of Elections.  

• Library programs and events take precedence over all other reservations. The Library reserves the right to relocate or cancel reservations when necessary for Library operations or emergencies.  

• Reservation requests must be submitted through the Library’s online reservation system.  

• The reservation system will not allow bookings for rooms with existing confirmed reservations.  

• Groups meeting regularly may reserve rooms up to three months in advance when approved by the Library.  

• Nonprofit meetings must be open to the public.  

• Youth groups must provide at least one adult supervisor for every 25 minors.  

• Adults may not leave children unattended in meeting rooms or elsewhere in the Library.  

Nonprofit Organizations 

• Nonprofit organizations may use meeting rooms free of charge for meetings or events open to the public.  

• School-affiliated groups and government entities may also qualify for free meeting room use.  

• Solicitation, direct sales, fundraising, collection of membership dues, petition signature gathering, and commercial advertising of goods or services are prohibited. 

• Religious organizations may not use Library meeting rooms as their primary place of worship.  

Private Business Use 

• Private businesses may reserve meeting rooms for staff meetings, trainings, and similar purposes.  

• Commercial reservations require a refundable $100 security deposit.  

• Commercial groups are charged $30 per hour, per room.  

• Refunds are generally issued within 14 days following the event.  

• Costs for damages, excessive cleaning, or disruption to Library operations may be deducted from the deposit.  

• Solicitation, direct sales, fundraising, collection of membership dues, petition signature gathering, and commercial advertising of goods or services are prohibited.  

Fees, Payment, and Cancellations 

• Payment may be made by cash, check, or credit card at any Library location.  

• All applicable fees and deposits must be paid in full no later than five days before the event.  

• Failure to submit payment by the deadline may result in cancellation of the reservation.  

• Cancellations received at least one week before the event are eligible for a refund.  

• Nonprofit organizations that cancel three reservations within one calendar year with less than one week’s notice may lose meeting room privileges for six months.  

• In the event of an emergency closure, the Library will refund applicable fees but is not responsible for additional expenses incurred by the reserving organization or individual.  

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.