Meeting Rooms & Study Rooms FAQs

  • General Questions

    Most of our locations have meeting rooms that are available for public use when not in use for Library functions. Library members can reserve a room for use by governmental organizations, nonprofit agencies and other non-commercial entities. To request the use of the room, review the Meeting Room Policy, use our new online booking system to check availability, and reserve a room. Go to pbclibrary.libcal.com to reserve your room. We recommend calling the location you are reserving at for same day booking, as the bookings need to be reviewed and approved.

    See detailed instructions here.

    Most of our locations have study rooms open to the public, offered on a first-come, first-served basis for a two-hour period. If nobody is waiting for the room, the time limit will extend until the room is requested by another member of the public. Visit the Research Desk to use a study room.

    Only Palm Beach County Library System literacy volunteers and their students can reserve rooms.  Otherwise, all study rooms are offered on a first come, first-served basis.

    Groups are responsible for setting up chairs and tables as staff is not available for this purpose. Reservations for meeting rooms must include time for the group to set up and take down the tables and chairs (e.g., 30 minutes before and after). All items must be returned to their original placements. Facilities must be left clean and in the original condition. Applicants may pay the cost for repair of any damages to the facilities. The Library will not be responsible for materials or personal equipment left in the building by users. 

    The Library will not provide any computer equipment for the applicant’s use.

    Use of ceiling-mounted projectors and/or television monitors (when available) and remote(s)/microphone(s) may be used under the following conditions: 1) the projector and/or television is already in the meeting room (equipment will not be moved from another room or location); 2) a Library card or Driver’s License is to be kept with Library staff until equipment is returned and found to be in the condition it was left to the user; and 3) settings to the projector and/or television are not changed.

    Equipment that applicants need to bring, if needed: VGA or HDMI cord, speaker(s), laptops. Each meeting room has power connections and Wi-Fi access. The Library can provide limited technical assistance within reason and as time permits. The Library is not responsible for damage or loss of personal equipment. 

    Groups are permitted to reserve a meeting room once each calendar month per location, in addition to same-day requests.

    Food and beverages may be served in the meeting room.

    Heating devices such as sternos, portable stovetops, etc. are prohibited. Meeting spaces may not be used to cook, prepare or warm food. Automated coffee makers, electric kettles, and microwaves are allowed.

    In order to maintain a clean environment for public use, clean-up, including disposal of food, beverage and their containers at an offsite location, is the responsibility of the meeting room applicant. Failure to properly clean will result in the loss of meeting room privileges for the individual and the organization s/he represents. All cleaning supplies, including trash bags, are the responsibility of the meeting room applicant. 

    No attendance or entry fee may be charged when reserving a meeting room. Meetings/events for the exclusive purpose of fundraising are prohibited except for Friends of the Library-sponsored events. However, non-commercial groups will not be prohibited from collecting ordinary annual dues or selling miscellaneous items such as the organization's calendars, date books, etc., provided that such activity is incidental to the purpose of the meeting/event. Commercial sales and promotion of business as the central focus of the meeting are prohibited. Activities likely to disrupt Library functions are prohibited.

    No. Meetings/events held in the rooms must be open to the public, and no attendance or entry fee may be charged.