Meeting Room
Meeting Room Use Information
The Richmond Heights Memorial Library now has a meeting room space available for use by local organizations.
Please review the information on this page and the Meeting Room Use Policy document prior to booking a meeting.
Reservations for meeting room use are accepted through the Library’s online booking system below. Please note that the person completing this form should be an authorized member of the organization. As such, that individual will be the point person for the meeting and will be responsible for attending the meeting. All persons requesting use of a meeting room must agree to the Library’s Meeting Room Use Policy and agree that they, as authorized members of their organization, are responsible for ensuring all persons in attendance abide by said terms.
Begin by reviewing the policy below. You may then determine how long you would like to meet, choose your time and date, and complete the questionnaire prior to submitting. You will receive an email confirmation. If there are any follow up questions, a staff member will contact you.
* You may reserve one (1) meeting room per calendar month.
Refer to the FAQs at the bottom of the page for common questions.
Reserve the Meeting Room
Use the option below to book use of the Richmond Heights Library Meeting Room for one (1) to three (3) hours. The room can accommodate up to 39 persons.
Please select the desired meeting length below, then complete the form. You will receive an email confirmation upon booking. If applicable, a staff member will contact you.
Frequently Asked Questions
The Library’s meeting room is primarily designated for Library programs and events. When not in use by the Library, the meeting room is available for booking by patron groups. The meeting room space may be reserved by local organizations which do not seek profit or by local businesses for the purposes of community interest (not for product sales purposes). Reservations may only be placed by Organization-authorized representatives who are 18 years old or older. By applying, a designee confirms they meet these requirements.
Non-profit organizations may reserve a meeting room for $10.
Local businesses may reserve the meeting room for $25.
Those eligible to reserve a meeting room may do so 1 (one) time per calendar month. Organizations wishing to use the meeting room more frequently may use the room on a first-come, first-served (walk-in) basis.
The room has 6 tables and enough chairs to accommodate the capacity limit of 39. It is, also, equipped with a projector with HDMI input and cable and projection screen. The set-up and take-down of tables and chairs are the responsibility of the Organization. At the end of a reservation, the room must be left in the same condition as it was found.
Meetings must be available to any member of the public who wishes to attend, even those not part of your organization. The meeting room doors must remain open for the duration of your meeting, its setup and tear down time included.
The Library reserves the right to attend any meeting held in its facilities. As an exception, agencies of any department of government may hold closed sessions required for the achievement of their defined goals.
No, organizations may not serve food and drink.
Payments for the meeting room use may be made when you arrive for your meeting. Payments may be made in the form of cash (exact change is preferred) or by check. Advance payments are not accepted. Because payments are not due until you arrive for your meeting, refunds are not available.
Upon completing your booking request, you will receive an email confirmation with the details about your meeting.
You will receive an email reminder 7 days prior to your meeting. You will receive a final reminder email and text (if you opt in for text messages) 24 hours prior to your meeting.
Individuals and Small Groups (those that are not part of an organization) are not eligible to book the meeting room. However, with library staff approval, individuals and small groups may use the meeting room on a first-come, first-served (walk-in) basis if it is not reserved for that day.
If the room is available, other library patrons may request use of the meeting room at the Customer Service Desk and a staff member will unlock the door. During use, meeting room users are expected to abide by the Terms of Use as outlined above.
The meeting room may be accessed 30 minutes prior to the beginning of your meeting. When you arrive, please visit the Circulation Desk. A staff member will collect your payment and unlock the door for you.
At the conclusion of your meeting, you will have 30 minutes to break down your meeting. The meeting room furniture must be restored to its default setup configuration prior to exiting the room.
The meeting room may be booked no sooner than one (1) week in advance, and no more than three (3) months in advance. An organization may book one (1) meeting room per calendar month.
Your reservation is confirmed as long as you and your organization are eligible for reserving the library’s meeting rooms. If there are any issues with your reservation a staff member will contact you.
The Library reserves the right to reclaim time slots for its own purposes or cancel reservations due to emergency closures.
The meeting room has a capacity of 39 people.
Any form of monetary exchange is not permitted in the Library’s meeting room or on Library property. This applies to all persons present at any publicly held meeting at the library. An exception to this rule may be made for Library Sponsored events.
The Meeting Room is equipped with a projector with HDMI input and cable and projection screen. Library staff can be available to assist in the initial setup of this meeting room technology, however staff is not available to provide help setting up of outside technology brought to the meeting. In order to guarantee the availability of staff, tech help must be requested in advance on your meeting room booking form. Requests must be made at least 7 days in advance.
Library staff are not available to sit in on meetings and may not be available to assist mid-meeting. Library staff are not available to assist with meeting break down.
If you requested help with setting up technology for your meeting in advance, a staff member will stop by during the initial 30 minute setup time to assist.
When you receive your confirmation email after booking your meeting, it will include links to reschedule or cancel your meeting. Simply follow those links to cancel or reschedule your meeting.
If you need to cancel your meeting, we ask that you do so within 24 hours of your meeting time.
If the Library closes for any reason, you will be notified and we will work with you to reschedule your meeting.
