How To Reserve A Meeting Room

The following information describes the steps needed to reserve meeting room space. For assistance with reservations, please call the Public Relations office at 914-941-2416 option 7 or extension 327.  

STEP 1 Confirm that your group is eligible to reserve room space.We recommend that all groups review the Regulations for the use of Meeting Room Spaces by Outside Organizations before reserving any meeting room space. 

STEP 2 Understand all the general room guidelines.

• Organizations may serve refreshments and it is the responsibility of the organization to clean-up following their program.

• Meeting rooms are available during the library’s regular hours. Scheduling and booking a meeting room before the library opens and or after the library closes is based upon staff availability. Please see Fee Schedule.

• Organizations must fill out the Meeting Room Application as well as the Hold Harmless and Indemnification Agreement and either fax, email, mail or hand deliver back to the PR Department when reserving a room.

STEP 3 Select a meeting room that fits your group’s needs.

THEATRE
App. 35 ft. x 43 ft.
Maximum Capacity: 250   
Stadium seating for 120 with additional chairs on the floor. The theater is equipped with a stage and a green room for performers to change and prepare. The room can also be divided if necessary.        
Equipment:
A. Tables and Chairs
B. 2 DVD players with remote controls
C. 2 projectors with remote control
D. 2 projection screens
E. Podium with laptop connection     
F. Computer
G. Microphones (full audio equipment) 
H. Easels
I. Kitchen *
J. Piano*

CONFERENCE ROOM
App. 23 ft. x 19 ft.
Maximum Capacity: 30
Equipment: 
A. Tables and chairs
B. DVD player with remote control
C. Projector with remote control
D. Projection screen
E. Laptop connection
F. Dry erase board
G. Easel

CHILDREN’S PROGRAM ROOM
App. 33 ft. x 28 ft.
Maximum Capacity: 50 
Equipment:
A. Tables and Chairs
B. DVD player with remote control
C. Projector with remote control
D. Projection screen
E. Laptop connection
F. Easel
G. Piano*   
* Requires prior approval

STEP 4 Confirm room availability and make a reservation. Please call the Public Relations office at 914-941-2416 option 7 or ext. 327. Fax or email forms.

• Please have all necessary information available when you contact us.

• We strongly recommend putting any presentations on a flash drive.

• Staff is not always available to assist with meeting room equipment. The library strongly recommends scheduling an appointment, at least a week in advance, to review equipment and desired set-up.

The application is available in Adobe Format. Clicking the link will open the document in your browser window. If you do not have Acrobat Reader, you can obtain it by clicking the "Get Acrobat Reader" button at:
http://www.adobe.com/products/acrobat/