The Plainfield Public Library has meeting rooms of different sizes that are available to Plainfield residents and local groups without charge. An application for meeting room use may be submitted by clicking the "Application" button to the right.
Meeting Room Fee Schedule
There are three types of rooms available:
The Anne Louise Davis Room seats 100 to 120 people, depending on the room layout. This room is heavily used for performances, exhibits, film and PowerPoint showings, panel presentations, lectures and workshops.
Study Rooms are small rooms that may be used by one to four people at a time for quiet study, tutoring, or other similar activities. They are available on a drop-in basis. Each room must be reserved prior to use. In order to sign up, please visit the Children's Library on the lower level of the Library.
Conference Rooms (Rooms 2, 4, and 5, as seen below) accommodating 10 to 20 people are used mostly for committee meetings, board meetings, etc. Room assignments are made based on availability and group size. Please note that there is no whiteboard in Room 4.
Meeting Room Regulations
- Rooms may be engaged for educational, civic, and cultural purposes, but not for religious services or partisan political meetings. Rooms are designed to meet general interests, including lectures, discussion groups, panels, concerts, readings, committee meetings and similar activities.
- Applicants must be adults and must be a member of the group making application. A responsible adult must be present at all times.
- Rooms are not available for public use when the Library is closed to the public. The library maintains a referral list of local meeting sites for those who find the Library rooms unavailable or unsuitable.
- No admission may be charged under any guise. Fundraising is not permitted on Library premises with the exception that books related to author talks and book signings may be sold.
- Groups engaging the meeting rooms may be charged a fee sufficient to defray the costs of equipment use, cleaning, etc. Fees and rates (listed on the Meeting Room Application) shall be set by the Director and may be waived at the discretion of the Director. In person payments will not be accepted without a copy of the invoice. Payment must be received one week before the event.
- The Anne Louise Davis Room will be set up with one head table and 50 chairs. Groups making changes to this layout must put the room back in order at the end of their meeting. Groups needing additional furniture must indicate this when making application; chairs and tables will be provided. Each group will be responsible for doing their own setup unless they have requested custodial setup. Groups using additional custodial assistance during a meeting will be charged for time. The Library reserves the right to divide the Anne Louise Davis Room when necessary, but will make every effort not to inconvenience any group.
- All meetings must end no later than ½ hour before closing. The meeting room must be vacated within 15 minutes after the ending time recorded on the Meeting Room Application, in order to clean and reset the room or for the Library to close. Failure of attendees to vacate the room in a timely manner may result in an assessment for custodial overtime and may jeopardize future room-use approval.
- Approval for regular use of the room will be granted for once-a-week for a maximum of one month or once a month for a maximum of six-month intervals.
- Barring inclement weather or other natural disasters, cancellation by the booking group must be made no later than 24 hours prior to the scheduled event. Should the Library close due to a weather or facility emergency, every effort will be made to notify the booking group, and fees already paid shall be reimbursed. The Library shall bear no responsibility for costs incurred by the booking group.
- The Library does not allow food to be served in carpeted areas. Fees are based on the cost of cleaning, maintenance and undue wear-and-tear. The Library does not provide food service equipment. A list of area caterers familiar with this facility is available, but does not represent any endorsement of individual caterers. Food carried into the carpeted ALD room from the lobby may result in a $450 assessment for professional carpet shampooing.
- Applicants are responsible for any damage to Library property. The Library shall be the sole judge of the cost pertaining to damage or theft.
- No paintings or photographs may be removed from the walls.
- No tape or other adhesives may be applied to the walls.
- Various types of easels are available by previous arrangement.
- Use of the drop-down projection screen must be authorized in advance.