Meeting Rooms

Thank you for your interest in reserving our meeting rooms. Now you are able to reserve your spaces online, check the status of your reservation, and receive confirmations online 24 hours a day, 7 days a week.

The library is using software called “Spaces” to manage all of the public meeting spaces. Patrons must create a free account in order to reserve any room. Once the account is created, the reservation can be made. For any help navigating this software, please view the instructions below or email meeting.room@shakerlibrary.org.

Changes to our Meeting Room Software and Policy (eff. 08/09/2017)

Reserve a Room

Reserve a Meeting Room

Our reservation software Spaces is easy to use. To reserve a room, visit https://shakerlibrary.evanced.info/spaces.

How to Submit a Request

The Library’s Spaces system is a quick and easy way to reserve Library meeting rooms. To reserve a room, visit https://shakerlibrary.evanced.info/spaces. If you are reserving a room for the first time, you will need to Create an Account.

How to: Create an Account

Request a Meeting Room

Manage Your Account

Reset Your Password

For Questions or Help, please contact Contact Rosemary Nugent, Administrative Secretary at 216-991-2030 x3003 or email meeting.room@shakerlibrary.org

 

Available Meeting Rooms

 

To decide which room is best for your group review our  Main Library Meeting Rooms and Dietz Community Room at the Bertram Woods Branch to view a picture of every room and various arrangements.

Meeting Room Policies and Guidelines

Meeting Room Reservations

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

  • The Library has two fee rates: non-profit and for-profit/social. The non-profit rate shall apply to non-profit, educational, cultural, civic, political, professional, community, or religious organizations. The for-profit/social rate applies to social gatherings (birthday parties, wedding showers, family reunions, etc.) and business-related use.
  • You must be 18 years or older.  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.
  • All non-profit meetings must be free and open to the public.
  • Rooms may not be used for participatory physical activities (dances, martial arts, etc.). Rooms may only be used for invasive health procedures with special permission from the Director and proof of liability insurance that specifically covers the Library.
  • Meeting signs may not be posted in the library without permission from the Building Senior Person. 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.
  • Time needed for setup and cleanup must be included in reserved time.  Rooms cannot be opened before, nor kept open after, the reserved time.

Frequently Asked Questions

May I Bring Food and Drinks?

You may serve light refreshments and non-alcoholic beverages. Kitchenette access to a refrigerator, microwave, coffee pot, and sink is available at Main Library only, however, no supplies are provided by the library.  The Dietz 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 (October-April) 1:00 pm – 4:30 pm

 

The Dietz 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?

You may reserve rooms up to six months in advance. If meeting rooms are in demand, the library may limit an organization’s request to two meeting room reservations per month.

What Are My Room Setup Options?

Rooms C,D, and G  are each equipped with one table surrounded by chairs to fit that individual space.  They cannot be removed from the room.

Tables and chairs in various quantities and configurations can be added to all of the other rooms.

The Dietz Community Room can accommodate up to 40 people arranged in audience style.

Rooms B, E, and F can each accommodate up to 50 people arranged in audience style.

Rooms E and F combined can accommodate up to 100 people arranged in audience style.

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.  For a rental fee of $10 each, we have an LCD Projector and a 46-inch  flat panel TV with DVD player at Main Library. For a rental fee of $10 each, we have an LCD Projector and a 42-inch flat panel TV with DVD player at Woods Branch

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

Contact Rosemary Nugent, Administrative Secretary 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

Rates vary depending on size of the room and whether it is being used for social/for-profit or non-profit use.  The library reserves the right to require proof of non-profit status.

 

Maximum occupancy Hourly rate for social/for-profit use Hourly rate for non-profit use
Main Library
Large rooms (B, E, F) 50 $40 $5
Rooms E & F combined 100 $80 $10
Room C and D 10 $20 $2.50
Room G 20 $20 $2.50
Bertram Woods Branch
Dietz Community Room 40 $30 $4

An LCD Projector and a 46-inch flat panel TV with DVD player may be rented for $10 each. At Main Library, a shared kitchenette is available to all groups at no charge.

Fees other than nonrefundable deposits will be refunded only if cancellation is received at least 14 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. Meeting room fees will be waived for all public school and government entities. However, the library reserves the right to charge reasonable fees, such as equipment rental fees.