Book a Meeting Room

Request a Meeting Room

Meeting Rooms are available to the public with additional precautions in place due to COVID-19.  These rooms continue to be free for nonprofit organizations to use! For for-profit groups (such as businesses and law offices) , there is a reasonable fee to book a space.  Groups larger than 15 people cannot be accommodated at this time.  Food and drink are prohibited in the meeting rooms and masks must be properly worn at all times. To inquire about a reservation, please submit a request form and we will do everything we can to accommodate your needs.

Meetings cannot be booked more than 6 months in advance, and users and organizations can only book one meeting room per month. Meeting rooms are available from the time we open to 30 minutes before we close. Room rental fees are waived for non-profit groups.

Meeting Room A

This room is ideal for a group presentation.

Seating: 12-15

Location of room: Inside front door to the right.

For-Profit Cost:

$45 / Half-Day (up to 5 hours)

$75 / Full-Day (more than 5 hours)

Equipment Available in Room:

  • Apple TV
  • Blu-ray Player
  • Chromecast
  • Windows 10 Computer w/ Office 2013
  • VGA and HDMI plug-ins for your equipment
  • Web Camera
Request RoomView AvailabilityRoom Policies +

Meeting Room B

This room is ideal for a group presentation.

Seating: 15

Location of room: Inside front door to the right.

For-Profit Cost:

$45 / Half-Day (up to 5 hours)

$75 / Full-Day (more than 5 hours)

Equipment Available in Room:

  • Apple TV
  • Blu-ray Player
  • Chromecast
  • Hearing Loop
  • Kitchenette
  • Microphones
  • Windows 10 Computer w/ Office 2013
  • VGA and HDMI plug-ins for your equipment
  • Web Camera
Request RoomView AvailabilityRoom Policies +

Meeting Room C

This room is ideal for a small-sized group gathering.

Seating: 8

Location of room: Southwest corner of second floor.

For-Profit Cost:

$15 /hour

Equipment Available in Room:

  • Computer w/ Windows 10
  • Via-Go
  • Web Camera
Request RoomView AvailabilityRoom Policies +

Meeting Room D

This room is ideal for a small-sized group gathering.

Seating: 6

Location of room: Northwest corner of second floor.

For-Profit Cost:

$15 /hour

Equipment Available in Room:

  • Apple TV
  • Blu-Ray
  • Computer w/ Windows 10
  • Via-Go
  • Web Camera
Request RoomView AvailabilityRoom Policies +

Meeting Room E

This room is ideal for individual study or a small group meeting.

Seating: 3

Location of room: East corner of second floor.

For-Profit Cost:

$15 /hour

Equipment Available in Room:

  • Table & chairs only
Request RoomView AvailabilityRoom Policies +

Meeting Room F

This room is ideal for individual study or a small group meeting.

Seating: 3

Location of room: East corner of second floor.

For-Profit Cost:

$15 /hour

Equipment Available in Room:

  • Table & chairs only
Request RoomView AvailabilityRoom Policies +
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COUNCIL BLUFFS PUBLIC LIBRARY
ADMINISTRATIVE POLICY AND PROCEDURES MANUAL


1.1
MEETING ROOMS
A, B, D, Iowa Room

Approved: 2000
Reaffirmed: 2001, 2003, 2010
Approved as Amended: July 17, 2013, January 25, 2014, November 19, 2014, August 17, 2016, April 18, 2018

  • Meeting Rooms are only to be used for meetings or study. No private social events are
    allowed, (Examples of private social events are birthday parties, baby or wedding
    showers, graduation parties). Meeting Rooms are not available for business promotions, to sell merchandise or services, solicit for later sales, placement of orders or client contact by commercial business. (See Solicitation Policy). Exceptions are programs or sales conducted by the Council Bluffs Friends of the Library, Council Bluffs Public Library Foundation, City Departments, or the Library Board of Trustees.
  • Use of the Library Meeting Rooms by the Library, the Board of Trustees, the Library
    Foundation, or the Friends of the Library, and the City of Council Bluffs will be given first priority.
  • The library reserves the right to refuse or limit room use and can cancel or move any meeting.
  • All Meeting Rooms must be reserved online or through the Reference Desk.
  • Admission may not be charged for any events in library meeting rooms except for fundraising events sponsored by the Library that benefit the library.
  • No individual or group may reassign use of the facilities t
  • Rooms are available to non-profit corporations for free (defined as those entities granted tax-exempt status by the IRS under section 501(c)(3) or other tax exempt sections of the Internal Revenue Code), a candidate’s campaign committee (as defined in Iowa Code §68A.102(5)), a political committee (as defined by Iowa Code §68A.102 (18), a nonprofit citizen’s group that provides appropriate contact information, a governmental subdivision, or a department/division/bureau of a governmental subdivision.
  • For-profit groups (such as businesses and law offices) are charged a nominal fee. All
    fees from for-profit groups must be received by the Reference Desk before a Meeting
    Room occurs. Cancelations must be received 24 hours in advance in order to receive a
    full refund.
  • Meeting Rooms are available on equal terms to all groups in the community regardless
    of the beliefs and affiliations of their members, and use by individuals or groups does not constitute an endorsement by the Library of program content or the views expressed by the participants.
  • Walk-in use of the Meeting Rooms is allowable subject to availability, but walk-in groups and individuals must be willing to relinquish the room if it is needed by a group or individual that has a reservation. Walk-in requests are made at the Reference Desk.
  • Rooms are not available for use as a regularly scheduled meeting, classroom or study
    space. Reservations cannot be made more than 6 months in advance.
  • Meeting Rooms A & B are available Monday through Saturday from 9:00 a.m. until ten
    minutes before closing. Meeting Rooms C, D, & F are available any time the library is
    open. Meeting set-up and clean-up must take place during regular library hours.
  • No public use on Sundays without the permission of the Library Director, or director’s
    designee.
  • Meeting Room set-up is the responsibility of the user.
  • The Library is not responsible for accidents, injury, loss or damage to individuals, the
    private property of individuals or organizations or any other claims arising from the use of the Meeting Rooms.
  • Damage to, or theft of Library property, including more than routine cleaning, will be the responsibility of the individual or group reserving the Meeting Room and costs will be billed accordingly and may affect future use of the rooms.
  • Individuals or groups using the Meeting Rooms must comply with all applicable Library policies unless waived by the Library Board.
  • Food may be brought in to Meeting Rooms A & B including catered food. With the
    exception of “convenience snacks,” food being brought into Meeting Rooms D, E, and F
    must be approved by staff. Convenience snacks are defined as dry snacks that have not been heated/refrigerated. Individuals or groups using the kitchenette that is available in Meeting Room B are responsible for bringing their own supplies, remove all food and drink from the premises, as the Library will not be responsible for any property of individuals or organizations that is left in the Meeting Rooms. The area must be left in a neat and clean condition. Library does not provide additional equipment (such as adapters, power cords, cables,
    etc.).
  • Meeting Room fees and equipment options for each room can be found on the library
    website: https://www.councilbluffslibrary.org/rent-a-room/

COUNCIL BLUFFS PUBLIC LIBRARY
ADMINISTRATIVE POLICY AND PROCEDURES MANUAL


1.15
TEMPORARY MEETING ROOM POLICY

Approved: February 17, 2021

POLICY:

The Council Bluffs Public Library allows its meeting room space to be used by the Community
for meetings or study that enriches, informs or empowers participants. In order to provide
access to meeting room spaces during the COVID-19 pandemic, additional criteria to Policy 1.1
must be met.
PROCEDURE:

  • Meeting room attendees may not exceed the maximum capacity of each room.
    Capacities may fluctuate due to Covid-19 guidelines. The Council Bluffs Public Library
    has the right at any time to adjust the capacity and number of participants in a meeting
    room.
  • All attendees must properly wear a face mask and remain six feet apart for social
    distancing purposes during the duration of the meeting room use.
  • Individuals who reserved the meeting room must alert the Circulation Desk for use of
    Meeting Rooms A and B or the Reference Desk for Meeting Rooms C, D, E and F when
    they arrive. Staff will unlock the designated meeting room. Individuals who reserved the
    room must alert the same staff desk when they are vacating the meeting room.
  • Food and drink are prohibited in the meeting rooms.
  • Tables and chairs will be available for the maximum occupancy. Additional tables and
    chairs will not be provided.
  • The table and chairs arrangement needs to be returned to the original set-up before
    meeting rooms are vacated.
  • There will be a minimum of an hour between meeting reservations and all meetings must
    end 30 minutes prior to closing.
  • Table surfaces and chair surfaces will be cleaned after each meeting room use by
    Library Staff.
  • Additional cleaning supplies will be available on request.
  • The primary individual reserving the meeting room, hereinafter referred to as the Patron,
    is responsible for the entire meeting and the actions of all participants, and as such will
    be responsible for reminding participants of Covid-19 guidelines.
  • The Patron shall be solely responsible for the behavior of the Patron’s invitees; the
    Patron agrees to protect, defend, indemnify and hold harmless the Council Bluffs Public
    Library, its boards, staff, volunteers, and members from any and all claims, liabilities,
    demands, losses, or damage due to personal injury otherwise arising from the use of the
    Council Bluffs Public Library’s meeting rooms, by the Patron or any of the invitees of the
    Patron. The Council Bluffs Public Library shall have no responsibility whatsoever for the
    safety, protection, security, or well-being of the Patron, invitee, or the property of any
    Patron or invitee, brought upon the premises of the Council Bluffs Public Library by the
    Patron or any of the Patron’s invitees.
  • Failure to adhere to Meeting Room usage requirements will result in the inability to
    reserve a room for 6 months, by the individual, group or organization.

To request your Meeting Room reservation, please fill out this form.