Meeting Room Stuff

We have ONE meeting room.

Checking on availability:

1. Go to our website.

2. Calendar (slow to load…) will tell if room has already been booked.

3. Tell them if you see anything booked or not. If no, they can fill out the reservation form. Don’t say “the room is available.”

Reserving the room:

Online: Is preferred (go to “Reserve a Room” on the left side of our home page.)

o They need an e-mail address to do this.

o They will hear back by e-mail.

Download form: They can also download a pdf form from our website (linked from reservation page) and bring or fax it in.

Paper form: Or, you can give them a paper form (in the forms hanging files at Circ.) Give filled out forms to Kathy Marquis or Josh Pearl.

Remind them:

• They do all set up, and take down.
• They need to check out a key if their meeting starts when we’re closed. They need a valid library card to do this.
• Meeting room policies are also linked from the Reserve a Room page on our website. They agree to all when reserving.

Opening the room (and taking payment):

1. Look in this binder.

2. Determine whether their use is free – or if a payment is required. (If use isn’t free, they must pay before they use the room.)

3. The amount and whether they have paid will be at the bottom.

4. Government groups don’t have to pay (it will say so on the form.)

5. When they pay, PLEASE write down when and how much and initial.

6. Give them the Room Use Checklist (see below)

NEW! Room Use Checklist:

• Give to all groups, either when you let them into the room or when you check out a key to them. Remind them to fill it out and turn it in as they finish.
• They are responsible for returning the room to its original set up (as in map on back of checklist.)