Who May Use
Anyone may use the library’s small, medium, and large size meeting rooms. For the small rooms the maximum is four (4). For the medium rooms the maximum is 16. Large room attendance is limited by the fire code and furniture arrangement.
Meeting room use is free for all county residents, exceptions are below, and all meeting rooms are available on a first come, first served basis. To ensure equal access no reservations will be booked more than two (2) months ahead.
Individuals and groups may reserve the small and medium meeting rooms for up to 20 hours per month. For Large Rooms, an individual or group may reserve the rooms for up to four (4) hours per month.
A library card is required to reserve a meeting room.
Some Quick Notes About Reserving a Meeting Room
- You may have to do your own furniture setup
- We may move you to a different equal sized room
- If you want to use the library’s projector or sound system, please call ahead so we can test our equipment with your laptop.
- We will cancel your reservation if you aren’t occupying the room within 30 minutes of the reserved time
- There is no sale of goods and services in the Library, including in reserved or rented rooms.
- Upon making a reservation, users agree to abide by our Meeting Room Policy.
Meeting Room Guidelines
Room Checkout by Card Holders
The Irondequoit Public Library offers meeting room use for community gatherings, small group meetings, and individual study sessions.
Rooms may be checked out for free by card holders under the following conditions:
- Meeting space may be checked out using a valid library card.
- Reservations of 20 hours per card holder per month are available for small and/or medium rooms on the second floor.
- Reservations of four (4) hours per card holder per month are available for the large meeting rooms on the first floor. Individuals acting in coordination may not use a reserved first floor room for more than four (4) continuous hours on any one day.
- Reservations may be made up to 60 calendar days in advance, reservations open at 12:01 AM.
- CLICK HERE to view the complete Meeting Room policy.
Room Rental
For individuals or groups seeking use of rooms at the library on a recurring basis or outside of the limits outlined in the Room Checkout by Card Holders section of the policy, the library shall charge a uniform, fixed fee for rental of specific spaces, and require the renting party to enter into a Room Rental Agreement.
Paid room use requires the following:
- Submission of a completed Application for Temporary Use of Library Space.
- NOTE: Filling out this form does not guarantee that the Library will rent you or your organization the space. Please do not advertise or promote your event using the name or address of the Library until the contract is signed and fee is paid.
- Provided space is available and the event conforms to library policy, the individual or group will enter into a Facility Use Contract that will include proof of general liability insurance as stated in the contract.
- Event insurance can be obtained from the same company that supplies your homeowners or auto insurance.
- Payment of rental fee is due at time of confirmation of reservation.
Meeting Room Fees
Room Checkout by Card Holders
| Room Size | Reservation Fees |
|---|---|
| Small Room | No Fee |
| Medium Room | No Fee |
| Large Room | No Fee |
Room Rental
| Room Size | Reservation Fees |
|---|---|
| Medium Room | $20 for first hour $5 each add hour |
| Large Room | $50 for first hour $15 each add hour |
| Two Large Rooms Combined | $75 for first hour $30 each add hour |
| All Three Large Rooms Combined | $100 for first hour $45 each add hour |
Available Meeting Rooms
Pauline Evans
1st Floor
Large Rooms
- Room #113
- Room #114
- Room #115
Helen McGraw
2nd Floor
Medium Rooms
- Room #213
- Room #214
- Room #216
Small Rooms
- Room #212
- Room #217
- Room #218
- Room #219
- Room #220
Reserve A Room Today
Frequently Asked Questions
- If no other group has reserved the room being used, time can be extended beyond the original reservation in accordance with the meeting room policy.
- Unreserved rooms may be used on a first come first served basis.
- If a reservation holder is more than 30 minutes late the room may be given to people waiting without reservations. The library must be notified of cancellations.
- The library’s Quiet Room is not available for meetings.
- All present must conform to the library’s Patron Code of Conduct.
- Children’s groups may use the meeting rooms provided an adult (18 years old or older) supervises them.
- The library telephones may not be used. Library staff is not responsible for messaging.
- Meals may not be prepared in any meeting space. Catered meals may be served in the large meeting rooms. Caterers must use separate entrances for each large meeting room. Alcoholic beverages and smoking are always prohibited everywhere in the library. The library will not provide additional appliances, food or beverages. Vending machines are available in the café.
- Nothing may be hung from walls or ceiling.
- We cannot guarantee furniture setups. Groups must be prepared to setup their own furniture.
- Damage or misuse resulting in cleaning expenses to the library may result in loss of meeting room privileges and/or a bill for repairs or cleaning. Any damage is the responsibility of the person making the reservation and the organization.
- Failure to adhere to library policies may result in loss of meeting room privileges.