How To Reserve A Meeting Room
The following information describes the steps needed to reserve space at the Library. For assistance with reservations, please call the Fiction Desk at 319.356.5200 option 4.
Step 1: Confirm that your group is eligible to reserve room space.
The Iowa City Public Library has one large, one medium, and two small meeting rooms as well as an ICN classroom. When not in use for Library activities, they are available for:
- Non-profit corporations - defined as those entities granted tax-exempt status by the IRS under section 501(c)(3) or other tax exempt sections of the Internal Revenue Code
- Candidate campaign committees - as defined in Iowa Code §68A.102(5)
- Political committees - as defined by Iowa Code §68A.102(18)
- Non-profit citizen's groups - contact information required. This includes the names and telephone numbers of two Johnson County residents.
- Governmental subdivisions - or a department/division/bureau of a governmental subdivision.
Groups utilizing the Library's meeting rooms must comply with the Policy on Meeting Room Use. We recommend that all groups review this policy before making a reservation.
Step 2: Understand the general room guidelines.
- All reservations are subject to public notice, and contact information is required.
- Groups may have bookings for only one meeting at a time, or a brief series of meetings extending no longer than two weeks.
- Room users must follow all applicable City codes.
- All meetings must start at least one hour before the Library closes and all attendees must be in the lobby or meeting rooms when the Library closes.
- Meeting room furniture may be arranged to fit the needs of the user but must be returned to the standard arrangement prior to departure.
- Sale of anything other than items that promote the mission or goals of the Iowa City Public Library is prohibited in all meeting rooms and the lobby.
- All food, drink and utensils must be provided by the user and clean up is the responsibility of the group.
- Room users will be charged for labor and materials to cover the cost of damage or room clean-up if necessary.
- When the Library is open on a holiday, rooms are not available for meetings before the Library opens or after the Library closes.
- Use of Room D as an ICN interactive classroom is restricted to authorized users. Hourly costs for the ICN connection will be billed to the user based on current video rates set by the Iowa Telecommunications and Technology Commission. Groups eligible to use the Library's meeting rooms may schedule the ICN through the Library. For more information, call 319.887.6007. ICN reservations are not complete until the Library receives a reservation number from the ICN.
Staff are not available at all times to assist with meeting room equipment. If you are using equipment for the first time we recommend scheduling a time for training and testing.
Individuals with disabilities are encouraged to attend Iowa City Public Library events. If you are a person with a disability and require an accommodation to participate in a Library sponsored program, please contact the Fiction Desk at 319.356.5200 option 4 at least 48 hours in advance. Persons attending meetings that are not sponsored by the Library should contact the organization sponsoring the event.
Step 3: Select the meeting room that fits your group's needs.
| Room A | Room B | Room C | |
| Room Size | 37' x 40' | 28' x 12' | 13' x 12' |
| Maximum Capacity | 200 | 26 | 10 |
| Standard Setup (Groups must return rooms to the standard set-up.) | 50 chairs | 16 chairs around 6 tables (10 extra chairs) | 8 chairs around a 5' round table (2 extra chairs) |
| Does event have to be open to the public? | Yes | No* | No* |
| Equipment Available (All equipment must be reserved in advance.) |
Tables (user responsible for setup/take-down, up to 16 3'x6', up to 5 round 5')
Piano
Presentation Podium with Microphone (integrated computer, overhead, slide, VHS, DVD, and digital presentation equipment)
Podium with Microphone
Hearing Augmentation System
Cordless Microphones (up to 8, Lavalier)
Standard Microphones (up to 8, requires stand)
Mic Floor Stands (up to 2)
Mic Desk Stands (up to 6)
Easel
Flip chart
|
TV with VCR and DVD Player
Easel
Flip chart
Overhead Projector
|
TV with VCR and DVD Player
Easel
Flip chart
|
| Hours Available |
Monday-Thursday Friday Saturday Sunday |
Monday-Thursday Friday Saturday Sunday |
Monday-Thursday Friday Saturday Sunday |
| Notes |
Evening meetings in Rooms A, B, C, and D must start at least one hour before the library closes, and all meeting attendees must be in the lobby or meeting rooms when the Library closes. Rooms A, B & C can be reserved together for a total capacity of 400. The Library owns 200 chairs. *When all three rooms are reserved, event must be open to the public. |
||
| Room D ICN Room | Room E 2nd Floor |
|
| Room Size | 19' x 28' | 16' x 18' |
| Maximum Capacity | 24 | 24 |
| Standard Setup (Groups must return rooms to the standard set-up.) | Tables and 12 chairs in classroom set-up. Tables may not be moved. 12 chairs on side of room. | Conference table with 10 chairs. 14 chairs on side of room. |
| Does event have to be open to the public? | No | No |
| Equipment Available (All equipment must be reserved in advance.) |
Overhead Camera* (works like an overhead projector)
Easel
Flip chart
1/2" VHS/DVD with Monitor*
Computer*/**
Slide Projector
* Equipment integrated with ICN
** Must use fixed computer in room to send images through ICN
|
Multiscan TV with VCR, DVD Player, and a computer port
Easel (built-in)
Flip chart (built-in)
|
| Hours Available |
Monday-Thursday Friday Saturday Sunday |
Monday-Thursday Friday Saturday Sunday |
| Notes |
ICN meetings take priority over other meetings. Use of Room D as an ICN interactive classroom is restricted to authorized users. Hourly costs for the ICN connection will be billed to the user based on current video rates set by the Iowa Telecommunications and Technology Commission. Groups eligible to use the Library's meeting rooms may schedule the ICN through the Library by calling 319-887-6007. An ICN reservation is not complete until the Library receives a reservation number from the ICN. Evening meetings in Rooms A, B, C, and D must start at least one hour before the library closes, and all meeting attendees must be in the lobby or meeting rooms when the Library closes. | Room only available during normal Library hours. |
Step 4: Confirm room availability and make a reservation.
- Go to the Meeting Room Online Calendar and
- Confirm that a meeting room is available on the day and time of your event.
- Click on the gray Book a Meeting Room button in the upper center of the calendar to begin the reservation process.
- If you are a Non-profit Citizen's Group, enter the first contact person's information in the "Contact" fields (person, address, phone, and email). Enter the second contact person's name in the "Local Contact" (name, phone, and email) fields. The "Local Contact" fields are REQUIRED for Non-profit Citizen's Groups and optional for other group types.
- ICPL staff review reservations daily.
- If you enter a valid email address you will receive an emailed confirmation when staff approves your event.
- Reservations will not be approved if information submitted is incomplete.
- Reservations do not appear on the calendar until they are reviewed and approved by an ICPL staff member.
- If you wish to reserve rooms A, B, and C together, or if you have many equipment needs, please call the Fiction Desk.
- For assistance with reservations, please call the Fiction Desk at 319.356.5200 option 4.
- Groups using projection or recording equipment are advised that U.S. copyright law governs performing or reproducing copyrighted materials in a public place unless permission has been granted by the copyright holder.
Additional Information
If the Library is unable to accommodate your reservation, see Alternative Community Meeting Room Locations
