Meeting Rooms
Step One: Confirm that your event is eligible to meet at the library.
- Meetings must be civic, cultural, educational or public informational in nature. No social events are allowed and all meetings held at the library must be free of charge. No admission, collection or donation may be taken.
- For-profit businesses may use the rooms during the business day to meet with employees. They may not use the rooms to sell merchandise or services or to meet with clients.
- Food and non-alcoholic beverages are permitted in the rooms. All meals must be provided exclusively by the Library’s contracted concessionaire Chapter’s by Mustard’s. Limited snacks (i.e. popcorn, candy, cookies, etc.) may be brought in by community groups with the approval of the meeting room coordinator.
- All set-up and clean-up is the responsibility of the organization. A custodial fee of not less than $50 will be charged to groups who fail to return a room to its original condition.
- Although, there is no charge for the use of the library’s meeting rooms, donations to the Urbandale Public Library Foundation will be gratefully received.
- Groups utilizing the library meeting spaces must comply with the Meeting Room Policy. Please review the meeting room policy.
| Meeting Room A & B (whole) |
Meeting Room A or B (half) |
Conference Room | |
| Room size | 28’ x 66’ | 28’ x 33’ | 14’ x 22’ |
| Maximum capacity | 120 | 60 | 18 |
| Standard setup
(Groups must return rooms to the standard set-up) |
(2) Ten tables in an open square with 20 chairs. | Ten tables in an open square with 20 chairs. | Conference table with 10 chairs |
| Available in rooms | 4 extra tables 40 extra chairs 2 screens 2 telephone lines 2 kitchenettes 2 coat rooms PA System Internet access |
2 extra tables 20 extra chairs 1 screen telephone line kitchenette coat room PA System Internet access |
8 extra chairs
telephone line white board coat rack TV/VCR counter with sink no windows Internet access |
| Hours available | Mon-Thu 9:00am – 11:00pm Fri-Sat 9:00am – 6:00pm Sun 1:00pm – 5:00pm |
Mon-Thu 9:00am – 9:00pm Fri-Sat 9:00am – 6:00pm Sun 1:00pm – 5:00pm |
|
| Equipment (All equipment must be reserved in advance.) |
27” TV with
VCR & DVD, Microphone, Overhead projector, Podium, White board/Flip chart holder, Speaker phone, Screen, LCD Projector, AV cart |
||
| ICN Classroom | |
| Room Size |
21’ x 40’ |
| Maximum Capacity |
21 |
| Standard setup
(Groups must return rooms to the standard set-up) |
10 tables set classroom style with 20 chairs (Space may not be rearranged.) |
| Available in room | Iowa Communications Network Classroom 2 TV’s with VCR wireless & plug-in Internet access |
| Hours available | Mon-Thu 9:30am – 9:00pm Fri-Sat 9:30am – 6:00pm (Priority to ICN use.) |
| Equipment (All equipment must be reserved in advance.) |
Use of the ICN Network must be scheduled through the ICN scheduler. Click here for more information. |
Step 3: Confirm the meeting space is available on the date and time of your event by checking the meeting room calendar.
- The meeting rooms may be scheduled in May for the following July – December and in November for the following January – June.
- Organizations are allowed no more than two bookings per month.
- If a scheduled meeting is cancelled, the user must inform the Library one week in advance.
Step 4: Contact
the library in person, by phone (515) 331-6765 or place an Online
Reservation
In order to request a room online, you must first create an account. After creating an account, you will only
need to “Log In” to request a room.
- For an online application, click “Reservation” and fill out the form. The form tentatively holds a space and applicant will be notified of availability within 3 business days. In addition, the applicant will also be notified within 3 business days, if the space is not available.