Meeting Rooms

Board Policy:

Meeting rooms are available at some Williams County Public Library locations. Use of these rooms is free to non-profit organizations.  The Library also has meeting rooms available at some locations for a rental fee.

Administrative Procedure:

Requests for use of meeting rooms will be approved by a Library Manager or Coordinator or the Administrative Assistant.

Reservations are required and a Meeting Room Agreement form must be filled out.

Organizations may be required to verify non-profit status in order to qualify for free room use.

Individuals or for-profit organizations may use library meeting rooms for private meetings or social events.  No admission fees may be charged or products or services sold by any business, outside group or organization using the Library meeting room.

Use of meeting rooms is available during the library’s public hours of service, unless outside access is available.  Requests for use of meeting rooms during non-public hours may be made.  A fee for library staff to be present and to secure the building/room and for janitorial services may be assessed.  Some library locations have meeting rooms that have outside access and do not require a staff member to be present.  Check the library’s website at for a list of all meeting rooms.

Food and beverages are allowed in library meeting rooms with prior approval.  Cleanup is the responsibility of the group holding the meeting.  Some rooms have limited kitchen facilities, except for the Conference Room at the West Annex, which has complete kitchen facilities.  No alcohol is permitted. No smoking is permitted.

All groups must adhere to the regulations regarding the number of persons allowed to occupy a room at any given time.

All meeting rooms must be returned to original setup and cleaned or a $25.00 fee will be assessed.

Cancelled meetings require a minimum notice of one business day.  Less notice may result in a fee of $25.00.

WiFi and Internet Access is available at select locations during regular library hours.

Rooms available for rental fee:

Room rental fee and a separate deposit of the same amount must be made to the library. Deposit will be returned as long as rooms are returned to original condition and no damages have been accessed.

Main Library Harmon Room (Local History Department) = $50.00

Edgerton Branch Community Room (includes full kitchen facilities) = $75.00

Approved: April 19, 2010
Updated: November 17, 2014

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