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Reservations

Reserve a Meeting Room, Study Room, or Event Space

 

As part of service to the community, the St. Charles City-County Library provides meeting rooms, study rooms, or event spaces for use by local community groups, organizations, and individuals. See this table for room capacities, technology equipment, and room equipment availability

You can reserve a room if:

  • You have a library card in good standing

  • You are at least 16 years of age

  • You plan to remain in the branch while the room is reserved

  • You have reviewed the room usage policy and agree to abide by it in its entirety

How to Reserve A Room

Click here to make a reservationor contact the branch where the room is located.

  • Your reservation is not complete until you receive an email or phone call confirmation.

  • Meetings must be scheduled 72 hours in advance. If you need to schedule a room with 72 hours' notice or less, please contact the library directly.

Click here to manage a reservation.

  • Meetings must be scheduled 72 hours in advance. If you need to schedule a room with 72 hours' notice or less, please contact the library directly.

  • Meeting room reservations must be canceled as early as possible, at minimum 24 hours in advance of the time of reservation. To manage your reservation, you will need your Library card and PIN or the reservation's reference number.

IMPORTANT

  1. If the customer who made the reservation is not present within 10 minutes of the reservation, the reservation will be canceled and the room will be made available to other customers.

  2. Personal events, including but not limited to birthday parties, playgroups, wedding receptions, and reunions are not considered appropriate use of Library rooms.

  3. Meeting Rooms may only be used during hours when the staff are regularly on duty. Reservations may begin 30 minutes after opening. Reservations must end 30 minutes before closing. 

Meeting Rooms

  1. Reservable for meetings with an anticipated attendance of 4 or more persons. 
  2. Individuals or groups may book a meeting room once every 30 days throughout the entire Library district.
     
  3. Meeting rooms are reservable up to 60 days in advance.

Study Rooms

  1. Available to individual customers and small groups in 1 or 2 hour increments dependent upon branch availability and location. 

  2. At Spencer Road Branch

    1. Online reservations are available. 

    2. Rooms are reservable up to 14 days in advance.

    3. Reservations are limited to 

      1. 1 reservation per 5 day period. 

      2. a maximum of 4 hours per party, per day.

  3. At Kathryn Linnemann Branch and Corporate Parkway Branch,

    1. Rooms available on a first-come, first-served basis

  4. Library staff reserve the right to limit individual customers and small groups to a single-use period during times of high customer demand.

Event Spaces

  1. Two large event spaces are available in the Community Commons, located on the second floor of the Spencer Road Branch.

  2. There are multiple setup options for the Large Event Space Rooms. Some are free, some require a fee. Select the rooms in our online reservation system to see the options.

  3. For groups with 100+ attendees, a porter fee of $50 or $100 will be charged. 

  4. The large event spaces offer digital projectors with supplemental flat-screen televisions, a Blu-Ray player, and a sound system with wireless and handless microphones. Please contact the Library to discuss A/V needs or set up a training.

  5. Food may be served in the large event rooms. Light snacks such as cookies, donuts, and bagels may be carried in. All other food service or alcohol service must be conducted via the Library's approved caterers. Any time food is served in a large event room, a $25.00 Food Service Room Cleaning Fee will be charged.

  6. Meeting rooms are reservable up to 90 days in advance.

Caterers

The following caterers have been approved to cater meals at the Community Commons.

Policy #c250 - Meeting Room Policy
Policy #c255 - Community Commons Meeting and Event Rooms

Other Information

  1. Fees or collections for admission may not be charged. 

  2. Rooms may not be used for commercial purposes (sale of goods or services, executing fee-for-service agreements, etc.). Presenters shall make no solicitation of attendees to secure clients for their commercial purpose.

  3. Purposes or views of customers reserving rooms shall in no way be announced or advertised so as to suggest that the organization’s mission or views are endorsed by the Library. Publicly distributed marketing materials for any program held in a Library meeting room must include the language, "This program is not affiliated with or sponsored by the St. Charles City-County Library".

  4. Customers shall abide by the Library's Code of Conduct.

  5. Room setup and breakdown is the responsibility of the group using the room. Furniture must be returned to its original position and the room clean for all rooms except the Community Council Room.

  6. Customers shall be assessed for damage and the need for excessive cleaning.  The use of tacks and permanent tape is prohibited.

  7. The Library assumes no responsibility for items left on the premises.

  8. A failure to abide by these rules may result in restricted access to Library rooms.