Frequently Asked Questions

Who can use a meeting room?

We offer meeting rooms to anyone except groups/businesses/organizations that are planning on using the rooms for commercial use.

Can I make a meeting room reservation over the phone, or do I have to use the computer?

We would prefer that you make your reservations online so that you can check various dates and availability yourself.  If you do not have access to a computer, we are certainly happy to assist you over the phone.  

How much do rooms cost?

Room rental costs $30 per hour per room for individuals, businesses, or other groups that do not have tax-exempt status.

Rooms are free of charge to non-profit organizations. Organizations must provide a 501(c)(3) number along with proper government documentation in order to use the room without paying a fee. 

What is a 501(c)(3) number and how do I get one?

To be tax-exempt under section 501(c)(3) of the Internal Revenue Code, an organization must be organized and operated exclusively for exempt purposes set forth in section 501(c)(3), and none of its earnings may inure to any private shareholder or individual. In addition, it may not attempt to influence legislation as a substantial part of its activities and it may not participate in any campaign activity for or against political candidates. 

In order for the library to consider you a 501(c)(3) organization, you must have your organization registered with the federal government and have paperwork fromt the IRS which includes an official number assigned to you.

How do I know if my meeting is approved?

When you fill out the online application, you are simply requesting use of the room and holding the space until it is approved. It is not a definite reservation until the Program Coordinator has reviewed the application and sent you an acceptance email.  Groups can expect a response within 7 days of making a request.

When is my meeting room payment due?

All fees are due 14 days prior to the event date.

Is there a kitchen?

There is a kitchen area available to anyone using meeting rooms at the Lee Road Library.  The three meeting rooms at Lee Road share the kitchen. 

Can I move around the tables and chairs?

 Groups may re-arrange the tables and chairs any way they like, but they must return the room to its original arrangement – and leave it clean – when they’re done, or face additional housekeeping charges.

Is there a projector, laptop, TV, or other Audio Visual Equipment available for me to use?

The library does not provide any Audio Visual Equipment for public use at this time.  If you know you need any of these items for your meeting, you must be prepared to bring them in yourself.

Is there any additional equipment that I can reserve?

We do have a limited number of flip charts, coffee urns, and podiums available for public use.  There is not a charge for these items, but you do need to request them on your online application.

Can the meetings run outside of regular library hours?

 During weekdays, we may be able to let groups in a little early, but otherwise, rooms are only available when the library is open.  

How loud can my group be in the meeting room?

Remember that the library code of conduct applies to groups using the meeting rooms.  If you are being disruptive to another group or to library patrons, we may ask you to leave. 

If I need help when I arrive at the library, who do I ask?

Anyone at the library should be able to assist you.  All staff members are identified by the yellow lanyards around their necks.  If you need a manager, please ask for the In-Charge staff person.

I still have questions.  What should I do? 

If you still have unanswered questions, please fill out the online meeting room request form and add your questions in the Comments box.