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.

How far in advance may I book my room?

Scottsdale Residents may reserve rooms up to six months in advance.
Non-residents and commercial customers may book rooms five months in advance.

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 non-profit rates?

1. Non-profit organizations with a 501© 3 designation are eligible to rent rooms at a discounted hourly rate.
2. Non-profits must provide copies of their IRS 501© 3 form.
3. Non-profit groups are limited to two fundraisers per year at the discounted rate. After that they will be charged the commercial/business rate. Any event where money is collected is considered a fundraiser.

Do you have AV equipment available for rental?

Our branches do have selected AV equipment available for rental. Please ask the room reservationist for details.

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.

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 considered commercial use?

Commercial use is any individual or organization whose intent is to conduct business or activity for economic profit in or upon the facility, whether or not the income is realized directly (time of the event) or indirectly (sometime in the future). Even if the event is free, it would still be considered commercial if at least part of your intention is to gain clients, exposure, etc.