Meeting Room Procedures

Requesting a Meeting Room:

  1. To book a meeting room patrons can go to the library website
  2. Select the Services tab 
  3. Select Meeting Rooms
  4. Scroll to the bottom of the Meeting Rooms page and click on BOOK NOW
  5. Patrons can choose their desired date and time, then click next.
  6. Patrons can make a request up to 3 months from the current date.
  7. Patrons will need to complete all the required information under ENTER DETAILS
  8. The checkbox at the bottom must be selected after the patron has reviewed the 
    meeting room policy.
  9. Click on REQUEST BOOKING to submit the reservation request

This is only a request for a booking request this does not guarantee the request will be approved.

If a patron does not have a computer or phone to request a Meeting Room:

  1. Login to the Circulation laptop if it is not already logged in
  2. Open the internet browser
  3. Pull up the library website if it does not do so automatically
  4. Select the Services tab
  5. Select Meeting Rooms
  6. Hand the laptop over to the patron 
  7. Guide the patrons through the necessary steps if they require assistance
  8. Scroll to the bottom of the Meeting Rooms page and click on BOOK NOW
  9. Patrons can choose their desired date and time, then click next.
  10. Patrons can make a request up to 3 months from the current date.
  11. Patrons will need to complete all the required information under ENTER 
    DETAILS
  12. The checkbox at the bottom must be selected after the patron has reviewed 
    the meeting room policy.
  13. Click on REQUEST BOOKING to submit the reservation request


This is only a request for a booking request this does not guarantee the request will be approved.
 

Use of Meeting Rooms for a library program: 

 

Louis Room

  1. The Louis Room is always locked. On the day of your program, check in with your 
    supervisor to find out who will open the room for you.
  2. Feel free to rearrange the room to suit your needs.
  3. After your program, please return the tables and chairs to their original arrangement.
  4. A layout of the desired room arrangement can be found in the binder on the 
    podium.
  5. Ensure you check in with a member of leadership to close up the Louis Room after your 
    program.
  6. If no leadership member is present in the building, kindly notify them the 
    following morning or via email.

Founder’s Room

  1. Founder’s room is always locked. Check in with Information and Reference to open the Founder’s room.
  2. After completing your program, return to Information and Reference to ensure the Founder’s room is closed up

Guidelines for Meeting Rooms:

  • The patron must be the one to fill out the online request form.  A staff member may assist the patron, but cannot fill out the form for the patron.
  • Patrons must have an email to reserve a meeting room. Patrons will receive notifications via email regarding approval or denial of requests.
  • The SharePoint calendar will be updated once Stephenie approves a request.
  • Patrons are required to submit a separate form for each day they wish to reserve. Multiple days cannot be booked on a single form.
  • No paper forms will be available or accepted. Any request attempts made using a paper form will be automatically denied.
  • Patrons can make a request up to 3 months from the current date.
  • Requests must be made a minimum of one month in advance.  Failure to do so will result in automatic denial of request.
  • A booking request does not guarantee the request will be approved.
  • Cleanup is the responsibility of the patron as per the policy terms they agreed to when reserving a meeting room.
  • Staff need to return the tables and chairs to their original arrangement.   A layout of the desired room arrangement can be found in the binder on the podium