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Public Meeting Rooms

Prendergast Library > Public Meeting Rooms

Do you need a place to host a public meeting or event? The library has meeting rooms you can use!

Meeting rooms are reserved for nonprofit organizations and community groups to hold free and open-to-public programs and meetings. They are booked for programs or meetings with an anticipated attendance of fifteen (15) or more people. If you need to host a small group meeting, please check out a study room. 

Meeting rooms are not available for impromptu use. They are popular and book fast, so reservations are encouraged!

Rooms are free to use, provided the program or meeting is free and open to everyone. Organizations can not charge admission fees or dues or request donations. 

Learn more about Event Rentals to hold a private event or program. 

Fill out the Meeting Room application below or in person at the Circulation Desk.

Reservations are not confirmed until library staff process and approve requests. Applicants are contacted, and reservations are booked as they are received. Staff will contact applicants within three (3) to five (5) business days. Submission of an application does not confirm or guarantee a reservation. 

Meeting rooms are not available for impromptu use. Reservations are encouraged as space books up fast. 

Rooms can be reserved ninety (90) days in advance. Groups can book multiple reservations. Cancellations should be made as early as possible to allow others to use the room. 

There are two public Meeting Rooms: The Fireplace Room & Community Room.

  • Room Capacity: Max 95 people
  • Elevator Access & Restrooms
  • Public Parking Lot

Meeting Rooms have different A/V options: 

  • Community Room: Large Screen TV
  • Fireplace Room: Projector, Screen, Microphone, Sound System, and Laptop

All rooms have free public WIFI. The library has tech equipment that people or organizations can check out with a library card. See the options available in the application. 

Groups may serve food if they pay a cleaning fee. Examples of shared food are pizza, donuts, and coffee.

Cleaning fees are paid on the event day, and the library accepts cash, checks, or credit cards. 

  • Groups of 15 – 40 people – $25.00
  • Groups of 41 – 95 people – $50.00

If you choose not to serve food, all participants must follow the library’s Food & Drink Policy. Food and drinks are allowed in the designated snack area, and water in closed containers is permitted in all library areas. 

In the application, choose your room setup option. The requested number of tables and chairs will be in the room. Groups will need to set up the room to accommodate their needs. If you require accessibility assistance, please check the box on the form below.

All applicants must read and agree to the Meeting Room Rules and Guidelines.

Library policies apply to all people on library property. Policies are available here or at the public service desks.

Please inform your participants and attendees about library policies. 

Book a Meeting Room

Program/Meeting Details

Meeting Rooms book fast. Reservations are accepted ninety (90) days in advance.
Enter a program name or brief description. Character limit: 150
Choose one option. See information above room options.
Rooms can be booked during the Library's open hours. After-hours use of Meeting Rooms is not permitted. Library staff may cancel or change reservations if there are building or facility issues. Staff will contact you ASAP if your reservation needs to be canceled or rescheduled. Certain dates and times are blocked due to library programming and events. If your date is unavailable, staff will work with you to find a different option.
If you want to book more than two dates for a program or meeting, please speak with staff about options.
Please include enough time for you to set up. Meeting Rooms can be reserved for up to four (4) hours a day. Extended reservations are possible, please contact staff for assistance. Meeting Room reservation hours are between 9:15-6:45, Monday-Friday, and 10:15-3:45, Saturday.
Please include enough time for you to clean up. Meeting Rooms can be reserved for up to four (4) hours a day. Extended reservations are possible, please contact staff for assistance. Meeting Room reservation hours are between 9:15-6:45, Monday-Friday, and 10:15-3:45, Saturday.
Choose attendance based on registration or anticipated attendance. If you don't know, select best option. Meeting Room are for programs or meetings with an anticipated attendance of fifteen (15) or more people. If you need to host a small group meeting, please check out a study room. 
The number of tables and chairs in setup is based on the anticipated attendance. The tables and chairs will be in the room, and groups need to set up the room based on their selected layout.
Staff assistance is available for organizations and groups who have accessibility needs. Check box if you would like staff to talk to you about options. Accessibility needs include room setup/layout, physical access, audio/visual needs, and technology assistance.
A/V equipment is checked out with a individual or organizational library card. Because equipment is available for check out to all cardholders we can't guarantee that items will be available when you need them. To secure equipment for a specific program, please speak to a staff member about how to place a hold.
Cleaning fees are paid on day of the event/program. You may pay with cash, check or credit card at the Circulation Desk.

Organization or Group Details

Add the name of the organization or group that is hosting the program or meeting. Meeting Rooms are for nonprofit, governmental, or community groups. Businesses or individuals need to book a special event rental.
Add the name of the person responsible for the reservation.
Add the address of the organization or group. If group does not have an address, add the address of the person responsible for the reservation.
Add the phone number for the person responsible for the reservation.
Add the email of the person responsible for the reservation.
Add the organization or group website.

Acknowledgment & Submission

I have read, understood, and agreed to the Meeting Room Rules and Guidelines. The person responsible for the reservation signs the acknowledgment; however, all attendees of the program/meeting need to follow the Rules and Guidelines. I understand that submitting this reservation does not guarantee my reservation and that the library will contact me after they process my application.