Meeting Room FAQ

How Do I Rent a Meeting room?

1. Choose a location for your meeting.
2. Have several dates and times for your meeting in mind. Your first choice may not be available.
3. Call 480.312.7946 to reserve your room. Please leave a message with as much of the above information as possible.
4. You can also email libraryroomrentals@scottsdaleaz.gov with your location, date and time information.

Is there a fee to reserve a meeting room?

Yes we do charge an hourly rate, plus a flat $7 administration fee for each contract. The hourly rate depends on many factors, including:

1. The size of the meeting room.
2. The type of event being held in the meeting room.
3. Whether or not you will be collecting money, charging admission, selling items, or collecting donations at this event.
4. Whether or not the person or organization paying for the event is located in Scottsdale.

Please ask the room reservationist for details on prices.

Can I reserve a study room?

Study rooms are available on a first-come first-served basis and cannot be reserved. There is no fee to use a study room.

How far in advance may I book my room?

Meeting rooms may be reserved up to six months in advance.

The Room Rental Office is open Monday through Friday from 9:00 am to 5:00 pm, and closed on weekends and holidays. Please call at least one week in advance to make your reservation.

Is there a limit on how many times I can reserve?

Groups are limited to twelve meetings at the same location within a six month period.

When do I pay for the room rental?

Room must be paid for in full, two weeks after booking. For reservations made less than 30 days before rental date, full payment is required at time of booking. Fees can be paid with Visa, Master Card, American Express, cash or check.

If I cancel my reservation, can i get a refund?

Refunds for cancellations required a 30 day advance notice.

Do you have A/V equipment available for rental?

Some rooms do have selected A/V equipment available for rental for an additional fee of $75 per event.
Please ask the room reservationist for details.p>

Do you allow food and drinks in your facilities?

Food and non-alcoholic beverages are permitted in our meeting rooms provided you bring the items in yourself and clean up afterward. However, if you plan to bring an outside vendor or caterer on to the property that vendor will need to provide an insurance certificate. Please ask the room reservationist for details.

Is there anything that you do not allow in the facilities?

We do not allow open flames (candles, incense) or alcohol in our facilities.

Can I put up signs advertising my event in the library?

No signs shall be posted in public areas of the library for purposes of advertising prior to or during the rental. No signs shall be posted in the meeting areas using anything that will injure, mar, or in any manner deface the premises. Any items posted in the meeting area must be removed at the end of the meeting. The library cannot advertise programs for rented rooms on its website or in its events calendar.

Will you advertise my event in your calendar?

Our calendar of events, website, and newsletter are used to promote library sponsored events only. We do not advertise room rental events in our materials.

Am I permitted to collect money my event?

If you wish to sell items, collect fees, donations or tithes on city property, you must be registered with the City Tax & License Department. For information, call (480) 312-2400.

Will I be allowed early access to my room for set up time?

Because we book multiple groups per day, we cannot allow early entrance into the room. Any set-up and tear-down time you need must be booked into your reservation. Please make sure to plan for this when making your reservation.

Can you store my equipment for me overnight?

The library cannot store or hold equipment, supplies or other items for room rental customers prior to or between reservations. Any equipment or supplies that are sent to the library will not be accepted.

What is your cancellation policy?

We require at least 30 days notice to give a refund or credit for cancelled reservations. The $7 administration fee is not refundable.