Meeting Rooms
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Reserving a Meeting Room
Please click here for an important notice about changes to the Meeting Room policy…
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.
- Please click here for an important notice about changes to the meeting room policy that apply to for-profit businesses.
- 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.
- All set-up and clean-up is the responsibility of the organization. $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 (changing in January, 2013), donations to the Urbandale Public Library Foundation will be gratefully received.
- Groups utilizing the library meeting spaces must comply with the Meeting Room Policy.
Step Two: Select the meeting space that fits your needs. Please click on the titles below for pictures of the spaces.
| 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 setup) | (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 White Boards 2 Kitchenettes 2 Coat Rooms PA System Internet Access |
2 Extra Tables 20 Extra Chairs Screen Telephone Line White Board 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: 9am-11pm Fri-Sat: 9am-6pm Sun: 1pm-5pm |
Mon-Thu: 9am-9pm Fri-Sat: 9am-6pm Sun: 1pm-5pm |
|
| 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 | ||
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. A confirmation will be emailed, faxed or mailed within 3 business days.
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 until library staff can review the request and applicants will be notified of availability within 3 business days by email, fax or mail.
