Changes to our meeting room system and policy


Our new reservation system “Spaces” will be easier to use:

  • Quick searching and reserving.
  • Monitor pending room and equipment requests and view reservation history.
  • Automatic notifications about room request status.
  • Check your balance and pay online with a credit card at any time after approval. Our new system will accept payments through PayPal and most credit and debit cards, including Visa, MasterCard, American Express, Discover, JCB and Diner’s Club.

Meeting Room Policy Changes Effective August 9, 2017

No More Late Fees!

We heard you! We are eliminating late fees for meeting rooms.

New! Lower Fee for Dietz Community Room at Bertram Woods Branch

Room Rates vary depending on the size of the room and whether it is being used for social/for-profit or non-profit use.  Based on your customer feedback, we are reducing the fee and room capacity for the Dietz Community Room. The Dietz Community Room will accommodate up to 40 people. The fee for reservations made after August 9 is $30 an hour for social/for-profit use and $4 an hour for non-profit use.

Deposit Required for Social/For-Profit Use

To keep meeting room availability fair for all of our customers, we require that a non-refundable deposit equal to the fee for one hour be submitted within 14 days of room approval for social/for-profit use. The deposit will be applied to your room fee.

Payment in Full Due 14 Days in Advance

For all users, all fees must be paid in full via cash, money order, credit card, or check at least 14 days before the meeting date or the room will be released for others to use. If a meeting room application is submitted less than 14 days (but more than 48 hours) before the requested meeting time, all fees must be paid in full within 48 hours of room approval. If an application is submitted 48 hours or less before the requested time, fees must be paid in full at the time of application.

Refunds for Rooms That Are Cancelled at Least 14 Days in Advance

Fees other than non-refundable deposits will be refunded for cancellations received at least 14 days prior to the event.

Frequently Asked Questions

I have an upcoming reservation. Will it be moved to the new system?

Yes! Current reservations will automatically move to the new system.

Why are you requiring a deposit for social/for-profit use?

We want to make sure our rooms are readily available for all of our customers. Unfortunately, people sometimes reserve a room they don’t use. Meanwhile, we may have turned away others looking for space. We are requiring the deposit to try to solve this problem.

I’m with a non-profit organization. Do I have to pay a deposit?

No, currently this deposit policy only applies to social/for-profit use.

Why are you requiring payment in full 14 days in advance?

Requiring payment in full in advance helps keep the room request system fair to all.

What if I need more help with my account or room reservations?

Contact the Administrative Secretary at 216-991-2030 x3003 or by email at