Meeting Rooms

Thank you for your interest in reserving our meeting rooms!

Reserve a Room online 24 hours a day, 7 days a week by visiting events.shakerlibrary.org

Available Meeting Rooms Meeting capacity
Main Library
Boulevard 49
Fernway 46
Boulevard & Fernway Combined 95
Lomond 12
Ludlow 16
Malvern 40
Mercer 40
Bertram Woods Branch
Community Room 40

To decide which room is best for your group you may review the details of our Main Library Meeting Rooms or Bertram Woods Branch Community Room.

For Questions or Help, please contact the Administrative Coordinator at 216-991-2030 x3003 or email meeting.room@shakerlibrary.org

How to Submit a Request

To reserve a room, please visit events.shakerlibrary.org.

Next to the Upcoming Events Calendar, under “Meeting Rooms” there are options for both Bertram Woods and Shaker Main Library.

Links to booking options are displayed by branch and room type:

  • Conference Rooms (up to 16 people, not available for social events)
  • Meeting Rooms (for 16+ people, available for social events)
  • Community Room (Bertram Woods branch, up to 40 people)

Select your room based on the nature of your event.  For complete information, including hours available, see the full meeting room policy and general information about meeting room rental.

To reserve your space:

  1. Select the date of your reservation
  2. Select your start time on the grid
  3. Select your end time below the grid by using the drop down menu
  4. When your reservation is complete, “Submit Times”

NON-PROFIT ORGANIZATIONS: Please note, the costs shown during booking for non-profit events will be removed at time of approval.

 

 

To complete your booking, please review and agree to the Terms and Conditions by selecting “Continue” at the bottom of the page.

If you need to edit your request before continuing, select “Change” next to your booking information.

 

Please fill out the requested information and select “Submit my Booking”.

You will receive an email confirming that you submitted your reservation for consideration.  You will receive an additional follow up email with the Library’s decision.

For Questions or Help, please contact the Administrative Coordinator at 216-991-2030 x3003 or email meeting.room@shakerlibrary.org

Meeting Room Policies and Guidelines

Meeting Room Reservations

When you reserve a room you agree to abide by our Meeting Room Policy.

Nonprofit groups may reserve meeting rooms free of charge. This includes educational, cultural, civic, political, professional, community, governmental or religious organizations (must have a permanent place of worship outside the library.) All non-profit meetings must be free and open to the public. The library reserves the right to require proof of non-profit status. Nonprofit organizations are not permitted to use their nonprofit status for other organizations or for personal social events.

Residents of the Shaker Heights City School District with a library card in good standing may rent for a fee the large meeting rooms at Main Library or the Community Room at Bertram Woods Branch for social gatherings (birthday parties, wedding or baby showers, family reunions, etc.)

For-profit businesses may also rent for a fee any of the available meeting rooms. Rates vary depending on size of the room.

Time needed for setup and cleanup must be included in reserved time. Rooms cannot be opened before, nor kept open after, the reserved time.

You must be 18 years or older to reserve a meeting room. A responsible adult must be present at all times to supervise all minors. Adults using meeting rooms may not leave children unattended in the library. All meeting participants must follow the library code of conduct.

Meeting signs may not be posted in the library. No tape, thumbtacks, or related adhesives may be used on library walls or equipment.

No admission fees may be charged; no collections may be taken; no donations may be solicited; and no items may be sold. Tuition may be charged by non-profit library and educational institutions only upon the prior approval of the Library Director.

Frequently Asked Questions

May I Bring Food and Drinks?

You may serve light refreshments and non-alcoholic beverages. Shared Kitchenette access to a refrigerator and sink is available at Main Library only, however, no supplies are provided by the library.  The Community Room at Bertram Woods Branch has a sink and dorm size refrigerator.  No food may be left on the premises.  Open flames are not permitted. Library staff cannot assist caterers in any way.

When Are Meeting Rooms Available for Rental?

Meeting rooms at the Main Library are available:

Monday through Thursday 9:00 am – 8:30 pm
Friday, Saturday 9:00 am – 5:00 pm
Sunday 1:00 pm – 4:30 pm

The Community Room at Bertram Woods Branch is available:

Monday, Wednesday 1:00 pm – 8:30 pm
Tuesday, Thursday Friday, Saturday 9:00 am – 5:00 pm

Opening and closing times are prompt, and no one will be allowed inside the building before or after hours.

Are There Limits on Reservations?

Reservations may be made no more than three months in advance.

Due to high demand for meeting rooms, organizations may be limited to two meeting room reservations per month.

Are There Room Setup Options?

Customers are responsible for meeting room set-up.

Most rooms are equipped with a set number of tables and chairs to fit the individual spaces.  They cannot be removed from the room.

Only Boulevard and Fernway can accommodate additional chairs up to the maximum capacity by request.

Do I need to check-in?

Please check in with first floor staff at the desk to unlock your reserved room.

Does The Library Provide Any Supplies?

We do not provide any supplies. Groups must provide their own name tags, paper, writing utensils, eating utensils, cups, etc. Any equipment the Library does provide is noted on the equipment list for each room.

Groups may not store anything in the Library.

Is There Audio/Visual Equipment Available?

Yes.  Please see meeting room descriptions at Main Library Meeting Rooms and Community Room (Bertram Woods Branch) for specific details of equipment in each space.

What If I Need to Make a Change to My Reservation?

Contact the Administrative Services Associate at 216-991-2030 x3003 to request changes.

What Information Can I Include on My Promotional Material?

All publicity must carry the name of the sponsoring organization and may not imply library sponsorship. Groups may not use the library’s telephone number as a contact point.

Do You Have Quiet Study Rooms Available?

Yes. We have study rooms at the Main Library.

Meeting Room Rental Fees

Fees & Refunds

Non-Profit: Nonprofit groups may reserve meeting rooms free of charge.

Social Events: Residents of the Shaker Heights City School District with a library card in good standing may rent for a fee the large meeting rooms at Main Library or the Community Room at Bertram Woods Branch for social gatherings (birthday parties, wedding or baby showers, family reunions, etc.)

For-Profit Business: For-profit businesses may rent the meeting rooms for a fee. Rates vary depending on size of the room.

Maximum occupancy Hourly rate for social/for-profit use
Main Library
Boulevard 49 $40
Fernway 46 $40
Boulevard & Fernway Combined 95 $80
Lomond 12 $20
Ludlow 16 $20
Malvern 40 $40
Mercer 40 $40
Bertram Woods Branch
Community Room 40 $40

At Main Library, a shared kitchenette is available to all groups at no charge.

Refunds: Fees will be refunded only if cancellation is received at least 2 days prior to event. Groups are responsible for notifying the library of cancellation of a meeting in addition to notifying group members and/or the audience. The library does not assume responsibility for posting signs about cancellations.

Housekeeping fee:  Groups are responsible for proper disposal of food, paper, or other remains from their gathering.  If a room is not left clean, a housekeeping fee will be assessed in the amount of $50 for a conference room, $100 for a large meeting room or the Community Room.

Damage fee: Groups are responsible for any loss or damage to library property and will be assessed the cost of repair or replacement.