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Instructions for Requesting Meeting Rooms

Room Reserve Entry Screen
  1. Selecting the Library Meeting Room
  2. Selecting the Date
  3. Selecting the Time
  4. Viewing the Weekly Schedule
  5. Viewing the Monthly Schedule
  6. Searching for an Open Room
  7. Filling In the Contact Information Form

Selecting the Library Meeting Room

Library Locations - Collapsed & Expanded

  • Always check to make sure the proper meeting room location is selected before continuing
  • Click on the [ + ] to expand a location
  • Be aware that some branches may have more than one room listed.
  • Hovering over a room's name will display its size and available amenities
  • The selected branch appears in a shade of darker brown
  • In this example, the Sunnyside Meeting Room is selected

 

Selecting the Date

Date Selection
  • Select the day you would like to reserve the meeting room
  • The silver dropdown menu will allow you to quickly navigate to a month
  • Most rooms have restrictions on how far in advance you may book meetings
  • Depending on the library, this may be anywhere from 30 days to 9 months
  • If a date has a horizontal line struck through it on the calendar, the library is not currently allowing public bookings

Selecting the Time

Time Selection
  • Verify that you have selected the appropriate room and date
  • In the example above, we are working with the Fig Garden Meeting Room on March 8th, 2009
  • Time already booked is shown in a darker brown color (e.g. "Fig Garden Teen Action Group (TAG) Meeting")
  • Some libraries incorporate a buffer zone between bookings, shown in grey
  • Time may be listed of increments of 15 minutes or 30 minutes; please take a moment to carefully determine which scale a library is using
  • Please include set-up and take-down time in your request (e.g. if your meeting is set to begin at 7 pm, you may wish to begin the reservation at 6:30 pm to allow time for you to get ready)
  • In the example above, we are requesting a meeting from 3:00 pm to 4:00 pm
  • Please note: most libraries do not allow same-day reservation requests and many require 2 to 7 days advance notice. If the time slot appears unbooked but you are unable to select the checkbox, this is usually the cause

Viewing the Weekly Schedule

Week View
  • When you are having difficulty finding an open time, the week view may be able to assist you in determining when the room is available
  • Booked time slots appear in dark brown, buffer zones in grey, and hours when the library is closed are shown in black

Viewing the Monthly Schedule

Month View
  • Multiple room locations may be viewed simultaneously in month view

Searching for an Open Room

Click to view larger image
  • Start date, reservation length, and at least one location are required prior to starting a search
  • It is recommended that you also include the number of people in your group. Some meeting rooms have minimum and/or maximum occupant capacities - a limit on the number of bodies allowed in the room as determined by the Fire Marshall. Entering in the number of people you expect to attend ensures matches with rooms that will be of the appropriate size
  • Reservation Length (in hours) cannot exceed beyond the Time Range specified at the bottom of the sidebar. For example, if your reservation length is 1.5 hours, but the time range is from 4:00 pm to 5:00 pm, all of your results will have issues, even if the rooms are available for booking. To correctly request a 90 minute meeting that starts at 4:00, 4:30, or 5:00 pm, the time range should be set from 4:00 to 6:30 pm
Click to view larger image
  • If your time range was wide enough, the matching results displayed will allow you to choose a starting time from a drop-down list
  • Once you have chosen the starting time, click on "Select" to be taken to the contact information form
  • Possible causes of conflicting issues include the number of people in your group being too many to fit into a particular room, your group having too few members to utilize a larger room, or for the room to be already booked during the time requested

Filling In the Contact Information Form

  • When you have chosen your library, room, date, and time, please click on "Continue" and you will be taken to the Contact Information form
  • Fields marked with ( * ) are required
  • Once you have typed in your library card number, if you have submitted a request previously, clicking on the "Quick Entry" button will automatically fill in your name, phone number, and address
Optional Item Reservations
  • If you do not yet have a library card, please visit your local library and apply for a card (remember to bring a photo ID and proof of address). Library cards are free! A replacement library card may be obtained for $1.20
  • When requesting optional items, please mark the checkbox next to the items and enter in the requested quantity in the case of tables and chairs
Requests for tables and chairs need BOTH a quantity and a checkmark
  • Once you have filled out the form, click on "Verify Request" and you will see a screen displaying your request
  • Verify the date, time, number of attendees, your contact info, and your requested equipment... then click on "Submit Request"
  • If your submission is successful you will see a new screen with the words "The request is complete for..."
  • Please note: at this point your request is pending; a library staff member must review your request for compliance with established library policies before it may be approved and confirmed

Continue to the Room Reservation Request Page