Room Reservation Process

  1. Submit an online request by completing the form on the Library’s website. (Note: The reservation request form does not confirm a reservation.)
  2. The person requesting a meeting or program room must be 18 years of age or older, willing to assume responsibility for the group, fees or damages and agree to Library policies.
  3. Non-library meetings and programs must be booked at least 5 or up to 60 days prior to event.
  4. Meeting rooms may be reserved one time each month; up to 12 times per year.
  5. All applicable fees must be received within 5 business days, following the approval, to confirm the reservation.
  6. Once confirmed, any changes must be made no later than 2 business days prior to event.
  7. Requests are mediated by Library staff according to room availability and criteria (see Meeting and Program Rooms Use Policy).
  8. A notification of approval or denial will be sent to requestor.
  9. Cancellations made 2 business days prior to the event will receive refunds or may transfer to another available date.

Room Reservation Hours

Room reservation is by one-hour increments starting 30 minutes after the library opens and ending 30 minutes prior to closing to allow for normal Library operations. (Library and Branch hours and room use hours are subject to change.)

Main Library Reservation Hours
Monday through Thursday 9:30 am to 8:30 pm
Friday and Saturday 9:30 am to 5:30 pm
Sunday 12:30 pm to 4:30 pm
South Elgin Branch Reservation Hours
Monday through Thursday 10:30 am to 6:30 pm
Friday and Saturday 10:30 am to 3:30 pm
Sunday 12:30 pm to 3:30 pm

The Meadows Community Rooms or Hoffer Room may be reserved after regularly scheduled Library closing times only per special approval. A charge will be assessed to compensate overtime pay for Facilities, Security, and other Library staff.

Room Capacity

Room capacity shall not exceed the maximum number of people allowed by the Fire Code. Capacities may change depending on room set-up. Room must be left in good condition with its original set up.

Main Library, 1st Floor Maximum Capacity
Meadows Community Room A (with stage) 30 auditorium style
Meadows Community Room B 42 auditorium style
Meadows Community Room C 50 auditorium style
Meadows Community Room ABC 200 auditorium style
Computer Training Room Seats up to 24
15 computers and 1 instructional station
Lobby 1 table and 2 chairs
Main Library, 2nd Floor
Conference Room 10 people
Elgin Room 90 auditorium style
Grove Room 24 conference style
South Elgin Branch
Hoffer Room 40 auditorium style
Organizations may need to set up movable tables, chairs, and equipment.

View Current Room Availability and Room Set-ups