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Meeting Rooms


The Plainfield Public Library has meeting rooms of different sizes that are available to Plainfield residents and local groups without charge.

There are also two virtual meeting rooms available for use via Zoom.

Study rooms are NOT available for use at this time.

link to library calendar reservation page

Meeting Room Fee Schedule

Meeting Room Rules

Virtual Meeting Room Rules

Meeting Room Regulations

  1. 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.

  2. Applicants must be adults and must be a member of the group making application. A responsible adult must be present at all times.

  3. 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.

  4. 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.

  5. 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 Fee Schedule) shall be set by the Director and may be waived at the discretion of the Director. Payment must be received one week before the event.

  6. 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.

  7. 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.

  8. 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.

  9. 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.

  10. 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.

  11. Applicants are responsible for any damage to Library property. The Library shall be the sole judge of the cost pertaining to damage or theft.

  12. Misrepresentation by any applicant concerning the sponsors, content, purpose and/or audience of any scheduled event will be cause for barring future use of the space by that applicant and group.

  13. All flyers must specify that event attendees must park in the 9th Street lot. Please cooperate in keeping the 8th Street lot available for regular library users.

Virtual Meeting Room Regulations

  1. The Library’s meeting rooms may be reserved for educational, civic, and cultural purposes, but not for sectarian, religious, or partisan political meetings.

  2. Virtual Meeting Room usage must follow the Zoom Terms of Service.

  3. All rooms must be booked in advance by submitting a Meeting Room Reservation.  Applicants must be at least 18 years of age and must be a member of the group making application. The person requesting the room must act as the host of the meeting.

  4. Do not enter the meeting room other than confirmed times, as other groups may be using the virtual meeting room.

  5. Approval for regular use of the room will be granted for once-a-week use for a maximum of three months, bi-weekly for a maximum of six months, and monthly, for a maximum of twelve months. Extensions may be granted at the discretion of the Library Director.

  6. All meetings must end no later than the end time on the application form.

  7. The Library is not responsible for any issues that arise during the applicant's meeting, and technical support is not available.

  8. The Library is not responsible for the content or activities that take place during the applicant's meeting. All activities taking place during the applicant's meeting must follow the Zoom Terms of Service.

  9. No admission may be charged under any guise.

  10. Groups/Individuals who book a room but do not cancel their booking within 2 library business days before the start-time of the event will not be allowed to make a new booking for a minimum of four weeks from the no-show date.

  11. Groups/Individuals who have 3 no-shows within a 12 month period will not be allowed additional bookings. A request to be allowed additional bookings will need to be made in writing and approved by the Library Director after a six-month period has passed. This also applies to City Departments and County Agencies. Approval of the additional booking request is at the discretion of the Library Director.

  12. Misrepresentation by any applicant concerning the sponsors, content, purpose and/or audience of any scheduled event will be cause for barring future use of the meeting rooms by that applicant and group.
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