Meeting Rooms

Meeting rooms at Stillwater Public Library are available for groups to come together to learn and exchange information and ideas. The library makes meeting rooms available to the public regardless of the beliefs or affiliation of the individuals or groups requesting their use. Use of meeting rooms and spaces is guided by Stillwater Public Library’s Meeting and Event Policy.

The library’s reservable meeting spaces are the Conference Room, Margaret Rivers A, Margaret Rivers B, and a combined Margaret Rivers A and B. All spaces are located on the upper level of the library in the gallery and event wing. The Johnson Terrace may not be reserved for meetings.

Study Rooms

The library has three study rooms (for 1 to 2 users) and an adult group study room (for 3 to 6 users). These rooms are intended for quiet study or consultation by students and other community users. Rooms may not be reserved. The study rooms are not intended for commercial operations, such as hired tutoring sessions, taking of legal depositions, employment interviews, staff meetings, or other such activities.

Reserve a Meeting Room

To reserve a meeting, follow these three steps:

1. To see available meeting rooms and submit a reservation request, go to https://washcolib.libcal.com/reserve/StillwaterPublicLibrary. For step-by-step instructions, see our Booking How-To Guide.
2. An email will be sent indicating that your booking has been submitted. The reservation will be in pending status, not yet approved by the library.
3. The library will review the submitted request. If the booking is approved, a second email will be sent with confirmation information. If the library has questions regarding the request or the request is denied, you will be contacted with additional information.

Frequently Asked Questions

What rooms may be reserved for meetings?
The following rooms may be reserved for meeting room use:

• Conference Room: Seats up to 12 participants in a boardroom setting and features projection, audio/video conferencing, and hearing loop technologies. A large whiteboard is also available for use. ClickShare, a wireless presentation system, allows meeting participants to share content from their laptops to a flat-screen television projection system. ClickShare connects through a USB port on the user’s laptop.
• Margaret Rivers A: Seats 20 participants around tables arranged in the shape of a hollow rectangle. Margaret Rivers A has wi-fi access and hearing loop technology. It does NOT have a projection system.
• Margaret Rivers B: Standard setup is 30 participants around a horseshoe. It features projection, audio, and hearing loop technologies. It does NOT have a camera for video meetings. ClickShare, a wireless presentation system, allows meeting participants to share content from their laptops to the projection system. ClickShare connects through a USB port on the user’s laptop. It does NOT have a camera for video meetings.
• Margaret Rivers A&B: Combines two rooms into one large space, with seating up to 100 participants, depending on room configuration. It features projection, audio, and hearing loop technologies. It does NOT have a camera for video meetings.

Advanced reservations for study rooms are not permitted. Study rooms are intended for quiet study and consultation by students and other community users. The Library provides three study rooms (1 to 2 users) and an adult group study room (3 to 6 users). Study rooms are not intended for commercial purposes.

The library’s terrace or gallery may not be reserved as a meeting room space.

What are the meeting room rates?
Meeting room rentals are available free of charge during library hours to nonprofit organizations, government agencies, and community groups. For-profit organizations are charged a room fee of $30/hour for the Conference Room, Margaret Rivers A or Margaret Rivers B, and $60/hour for Margaret Rivers A&B. These fees are also charged to nonprofit organizations if the meeting occurs when the library is not open. The meeting must not charge a fee for entrance and should not involve sales or donations. Reserved spaces may not be used for the purpose of transacting commercial activities, including the provision of fee-based services, without prior authorization from the Library Director or designee.

Each meeting space has standard arrangements for seating.  If a custom room configuration is requested, a $25 setup fee is applied.

Rentals of the library’s terrace and meeting rooms for weddings and special events (such as rehearsal dinners, birthday parties, anniversary parties, celebrations of life, fundraisers) are not available. No bookings for future events are being accepted.

How far in advance can rooms be reserved?
Rooms can be reserved up to 90 days in advance of the meeting date and must be made at least 24 hours in advance of the booking start time.

What is your cancellation policy?
A $40 no-show fee will be charged unless a cancellation has been verified the business day prior to the reservation. Any outstanding no-show fee must be paid before a new reservation is made.

What capacity, equipment, furniture, and room configurations are available in the rooms?
Basic room information may be viewed by clicking the Info icon next to each meeting room name on the online reservation system at https://washcolib.libcal.com/reserve/StillwaterPublicLibrary.

For more detailed information about meeting rooms, view our Meeting Rooms Guide with dimensions, capacities, configuration options, and equipment for each space.

Are food and beverages allowed in the meeting rooms?
Any refreshments served in the meeting rooms must be packaged and non-perishable or purchased through a licensed caterer. No homemade food or drinks may be brought into the meeting rooms and no electrical appliances are permitted. The library does not have any vending machines.

Where is the library located? Where is parking? Where are the meeting rooms?
The library is located on 224 Third Street North, between Myrtle and Mulberry. The library has its own 43 vehicle parking ramp on Third Street. It is free of charge for meeting guests and library patrons and is available on a first-come, first-served basis. Meeting attendees may enter the building through the ramp and take the elevator up to the meeting rooms on the upper level (UL).

Contact

Sarah Foslien, Administrative Office
Telephone: 651-430-8754
Email: sfoslien@ci.stillwater.mn.us