Meeting Room

FYI
  • The meeting room will seat 50 people.
  • The children's room will seat 10-12 adults around tables and is available during library hours only.
  • Meetings may not be scheduled before 8:30am.
  • We schedule only two months in advance, and library events have priority.
  • The meeting room is not available for purely social events (ex: birthday parties, bridal or baby showers, etc.).
  • A reservation form will need to be completed for each reservation.
  • Meetings must take place in the meeting room or in the children's room.
  • Meetings anywhere else in the building disturb other library patrons and limit access to the area where the meeting is being conducted.

Meeting Rooms and Policy

Priority is given to the programs sponsored by the library when scheduling the use of the library's meeting rooms.  If not reserved for library purposes, the meeting rooms are available for public gatherings of civic, cultural, social, or educational nature.  Meetings for commercial purposes do not fit the programming of a public library.  There may be no charge for attending and no selling of products and services.


The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group's policies or beliefs.

Youth groups may schedule the use of the library meeting rooms only if sponsored and supervised by an adult.

Requests for reservation of the meeting rooms should be made at the Library.  Tentative approval may be given by telephone.  However, an application form must be completed before scheduling is confirmed.  Requests shall be handled on a first come, first served basis.  A meeting cannot be scheduled more than 90 days in advance and should be scheduled at lease one week in advance of the meeting date.

Use of the facilities is subject to the following rules:
  1. If the meeting room or outdoor plaza is to be in use beyond the normal library closing time, prior arrangements are to be made.
  2. Light refreshments may be served, but no cooking other than hot drinks will be allowed in the meeting rooms.  Food is not allowed in other areas of the library.  Sponsoring groups are responsible for exercising reasonable care in their use of the facilities, for returning all equipment and furniture to its proper place, for the disposal of all food, and for the deposit of all trash in the containers provided.  The room or park must be left in the same clean condition in which it was found.  Failure to leave the room or park in good condition will result in a cleaning fee and/or denial of future room and plaza requests.  No smoking is allowed in the library building.
  3. Seating arrangements, audiovisual equipment hookup, and other physical arrangements are the responsibility of the organization using the meeting rooms or plaza. 
  4. No alcoholic beverages may be served without prior written consent of the Library's Board of Trustees.
The Library Board reserves the right to grant, deny, or revoke permission to use the meeting room or outdoor plaza. 

The City of Madison and the Library Board assume no liability for the action of any person or persons using the room or outdoor plaza or any loss occasioned by such use.