Meeting Rooms

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.

How to Submit A Request

How to Submit a Request

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. You may check availability on our meeting room calendar.

To reserve a room you must review the Meeting Room Policy.
1. After you review the policy, click “Request a meeting room.”
2. Decide on a location and room.
3. Select the date and time to begin the online application.
For non-profit organizations, small rooms are available for $2.50 per hour and can accommodate up to 10 or 15 people. Large rooms are available for $5 per hour and can accommodate up to 50 people, with the option of reserving Rooms E & F combined to accommodate up to 100 people, for $10 per hour.
For for-profit/social gatherings, there is a $40 per hour fee for a room that accommodates up to 50 people with the option of reserving Rooms E & F combined to accommodate up to 100 people for a fee of $80 per hour. Small rooms are available for a $20 per hour fee and can accommodate up to 15 people.
We do not charge public school and government entities for meeting room rentals. However, equipment rental and other fees may apply. Contact Rosemary Nugent, Administrative Secretary, at 216.991.2030 x3003 or by email for more information.
All reservations are pending until payment is received. You will be notified when payment is received.
You may reserve rooms up to 6 months in advance.

How to Pay for a Room

How to Pay For a Room

You can pay online by credit card (MasterCard or Visa) at the time you submit your request, or you can pay in person at either of our branches by credit card, check (payable to Shaker Heights Public Library), money order, or cash. Payments by check or money order may also be mailed to the library. Our policy requires that your reservation and payment be submitted at least seven days before the meeting date. Mail payments to:

Meeting Room Booking c/o Administrative Services
Shaker Heights Public Library
16500 Van Aken Boulevard
Shaker Heights, OH 44120-5318

If the request and payment are not submitted at least 7 days in advance, you will be charged a $20 late fee for large meeting rooms or a $10 late fee for small meeting rooms, in addition to the regular meeting room fee.

We reserve the right to cancel any for-profit/social reservation not paid 14 days in advance to allow others the opportunity to use the room. A partial payment of at least 25% is acceptable to ensure the room isn’t released, but rooms must be paid in full 7 days in advance to avoid a late fee.

Fees will be refunded only if cancellation is received at least seven days prior to the event. We do not post signs about cancellations. You are responsible for notifying the library and your members and/or audience.

Questions You Might Have

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 have a fixed set up. All other rooms have movable tables and chairs. All tables and chairs must remain in the meeting rooms. Rooms B, E, F and Dietz have a maximum capacity of 50 (audience style). Rooms E and F combined can accommodate up to 100 (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.