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 2 or up to 60 days prior to event.
  4. Preference is given to a resident/organization with a current valid GBPLD card in good standing.
  5. Meeting and Program rooms may be reserved one time each month; up to 12 times per year.
  6. All fees must be received within 5 business days, following the approval, to confirm the reservation.
  7. Once confirmed any changes must be made no later than 2 business days prior to event.
  8. Requests are mediated by Library staff according to room availability and criteria (see Meeting and Program Rooms Use Policy).
  9. A notification of approval or denial will be sent to requestor.
  10. Cancellations made 2 business days prior to the event will receive refunds or may transfer to another available date.

Rental Hours

Rental 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 rental hours are subject to change.)

Main Library Rental Hours
Monday through Thursday: 9:30 a.m. to 8:30 p.m.
Friday and Saturday: 9:30 a.m. to 5:30 p.m.
Sunday: 12:30 p.m. to 4:30 p.m.

South Elgin Branch Hoffer Room Rental Hours
Monday through Thursday: 10:30 a.m. to 6:30 p.m.
Saturday: 10:30 a.m. to 3:30 p.m.
Sunday: 12:30 a.m. to 3:30 p.m.

The Meadows Community Rooms or Hoffer Room may be rented after regularly scheduled Library closing times only per special approval. A higher charge will be assessed to compensate overtime pay for Facilities, Security and other Library staff. Any portion of an hour is charged as a full hour.

Availability (subject to change)

Room capacity shall not exceed the maximum number of people allowed by the Fire Code. Capacities may change depending on room set-up.

Main Library, 1st floor:

  • The Meadows Community Rooms can be reserved separately or in combination.
    • Meadows Community Room A (with stage) seats approx. 30 auditorium style
    • Meadows Community Room B seats approx. 42 auditorium style
    • Meadows Community Room C seats approx. 50 auditorium style
    • ABC combined seats approximately 200 auditorium style
  • • Computer Training Room Capacity (15 computers/seating for 24 + 1 instructional station)
  • Lobby: 1 table and 2 chairs

Main Library, 2nd floor:

  • Conference Room: seats 7-12 people
  • Elgin Room: seats approx. 100 auditorium style
  • Grove Room: seats approx. 24 conference style

South Elgin Branch

  • Hoffer Room: seats approx. 40 in varied set ups