Library meeting room policies
You can reserve community rooms in our libraries for meetings, workshops, and small gatherings. These spaces are free for non-profit groups and community organizations. For-profit businesses may use the rooms for a fee. Please read the rules below to ensure a smooth experience for everyone.
Booking your room
You must book your room in advance. Walk-in requests are not guaranteed. You can make a reservation by calling 519-555-0100 or visiting the service desk. You can also book a meeting room online through our portal.
Reservations are held for 24 hours after you submit your request. If you do not confirm your booking within that time, the room becomes available to others. You can book up to three months ahead. You may cancel or change your booking at any time.
Room capacity and setup
Each room has a maximum occupancy limit based on fire safety codes. These limits are posted on the door of each room. Do not exceed the stated number of people. This rule is strictly enforced.
You may arrange furniture as needed for your event. However, you must return all chairs, tables, and equipment to their original positions before you leave. Do not move large built-in fixtures. If you need special setup assistance, please let us know when you book.
Equipment and technology
Most community rooms include a projector, screen, and basic audio system. You can use these items at no extra cost. You must sign out the equipment and return it in working order. If equipment is damaged or missing, you may be charged for replacement.
You may bring your own laptop or device to connect to the projector. We do not provide software or technical support. If you need help with technology, please arrive 15 minutes early to set up. Staff cannot stay to assist during your event.
Wi-Fi is available in all library buildings. You must use the public network. We do not provide passwords. Connect using the open network and accept the terms of use.
Food and drink
Food and drink are allowed in the meeting rooms. You must keep all items away from books, computers, and electronics. Use coasters for all cups. No glass containers are permitted. You must clean up after your event. Remove all trash and recycling. Leave the room as you found it.
Cancellation and no-shows
If you cancel your booking, please do so as soon as possible. This allows others to use the space. If you do not show up for your reserved time, the room will be released to walk-in users. Repeated no-shows may result in loss of booking privileges.
Related services
Looking for more information on library services? You can get a library card to access more resources. You can also view the library policy list for full details on all library rules.