Frequently Asked Questions

 

  • Q: Does the Library accept reservation requests for meeting and study rooms? A: Yes, all you need is a valid Library Card! You may fill out an online application for a card here.
  • Q: How do I reserve a meeting room? A: For the following mediated meeting rooms send an email to reservations@@hmcpl.org, or fill out this request form:
    • Downtown Huntsville Library Auditorium or Meeting Room A
    • Madison Public Library Auditorium 1 and/or 2
    • Tillman Public Library of Hazel Green Meeting Room
    • South Huntsville Library Classroom or Conference Room
  • Q: Can I reserve a room at the North Huntsville Library? A: The North Huntsville Library is under strict guidance concerning its rooms due to the fact that the building is owned by the Federal Government. We are unable to offer the rooms in that building for patron rentals unless the event is educational in nature, free to attend and does not create potential revenue, open to the public, and does not require staff setup. If your event meets these requirements please contact the North Huntsville Library.
  • Q: How do I reserve a study room? A: For the following unmediated study rooms, contact the locations directly:
    • Madison Public Library Study Room 1 or 2: walk-in, call (256) 461-0046 or send an email to madison@hmcpl.org
    • Downtown Huntsville Library 2nd Floor Study Room 2, 3, 4, or Meeting Room C, D, or G or the Huntsville Library Foundation Conference Room: call (256) 532-5975 or send an email to askus@hmcpl.org
    • South Huntsville Library Study Rooms 1,2, & 3: call 881-0257 or send an email to southhuntsville@hmcpl.org
  • Q: How soon can I make a reservation? A: Meeting room requests need one week notice, study room requests may be made immediately.
  • Q: How soon will I know if my reservation is approved? A: Meeting room requests will be approved within one week, please note that the email confirmation you receive when you complete the official request form is not a guarantee that the room is reserved for you. A staff member will be follow up with you via email from reservations@hmcpl.org. Study room requests may be approved immediately.
  • Q: Can you hold a room while I decide? Yes, however we must have the official request form within three days in order to secure your room reservation.
  • Q: How far in advance can I reserve a room? A: Six months in advance.
  • Q: How long may I reserve a Study Room? A: Two (2) hours.
  • Q: May I reserve a room outside of the Library's open hours? A: No, our meeting or study rooms are not available when the Library is closed.
  • Q: How many reservations can I make? A: Six at a time.
  • Q: May I schedule recurring meetings? A: No, we cannot automatically create room reservations for you. Each request should be made via the official form. After Reservation #1 you can make #7, then after #2 you can request #8, and so on.
  • Q: May I conduct business out of the Study Rooms? A: No, you'll need to use a Meeting Room, send an email to reservations@hmcpl.org more information or submit a request form.
  • Q: May I come early to set up the room the way I want it? A: No, you'll need to request enough time before and after your event if you plan on rearranging.
  • Q: Are there any rules while I am at the Library? A: Yes, you and your group will need to abide by our rules of conduct while you are in our buildings.
  • Q: Are there restrictions on any of the rooms? A: Yes, other than those listed in the Room Policies, some rooms may not allow certain types of activities due to restrictions from the building owner or the branch manager.
  • Q: Are there fees for using the rooms? A: No, however some locations may offer meeting rooms with fee-based options such as audiovisual technical support, staff setup and takedown, or conducting a monetized event.
  • Q: What happened to the audiovisual fees? A: Those fees were discontinued on 6/29/22, future reservations will not be charged for audiovisual access.
  • Q: What happened to the private and refreshment fees? A: Those fees were discontinued on 7/12/22, future reservations will not be charged for those options.
  • Q: May I bring in food? A: Yes, but no heat sources such as crockpots, plate warmers, sterno warming pans, or other heating elements may be used in the rooms.
  • Q: May I get a refund on any private, refreshment, or audiovisual fees that I've already paid? A: No, At the time you paid those fees they were in effect.
  • Q: How are the fees based? A: Fees are based on how you are planning on using the room, not on who is using it.
  • Q: May I conduct an exercise class at the Library? A: Unfortunately we are unable to host exercise classes.
  • Q: May I conduct a tutoring session in your rooms? Paid tutoring sessions may be held in a meeting room provided you arrange it at least 7 days in advance and pay the $50 monetized event fee.
  • Q: May I be exempt or get a reduced rate from the fees since I am a non-profit organization? No, the meeting rooms are available to every library member on the same price structure.
  • Q: What is a monetized event? A: Any event in which there are merchandise sales, tickets sold, donations accepted, money exchanged, potential income proposed or made, interacting with current or prospective customers, or business with customers present.
  • Q: May I refer attendees to my website where I ask for donations, sell tickets or merchandise? Yes, provided you pay the $50 monetized event fee.
  • Q: May I conduct a job fair or trade expo at the Library? A. Yes, provided you pay the $50 monetized event fee.
  • Q: Can I discuss or collect membership fees or dues? A. Yes, provided you pay the $50 monetized event fee.
  • Q: Can I have my company onboarding event at the Library? A. Yes, provided you pay the $50 monetized event fee.
  • Q: Can I conduct an insurance or financial planning educational seminar? A: Yes, however you will need to pay the $50 monetized event fee.
  • Q: Can I conduct my business workshops or classes at the library? A: Yes, however you will need to pay the $50 monetized event fee.
  • Q: Can I conduct free classes at the library? Yes, however you cannot advertise your monetized business or classes or ask for donations without paying the $50 monetized event fee.
  • Q: How do I get the monetized event fee waived? A: You will need to provide us with speaker credentials and event materials to ensure no future business, donations, or revenue are made.
  • Q: Will the Library advertise my event? A: No, patron events are not placed on our event calendar, however there are public community bulletin boards at each branch. Give your poster or flier to staff and they will see that it is posted.
  • Q: May I advertise the event? A: Your or your organization may advertise the event however you may not use our logo or in anyway infer that this event is sponsored by the library without expressed permission.
  • Q: Are there deposits for the meeting rooms? A: No, we do not require a deposit for the rooms however we do charge a minimum of $25.00 if the room, equipment, or furniture is damaged during your event.
  • Q: May I cover the windows or doors to my meeting room? A: No, windows or doors may not be covered during room use.
  • Q: May I decorate the room? A: You are free to create table-top decorations without using adhesives on the tables or chairs. No items may be taped or tacked to the walls.
  • Q: May I conduct arts and crafts classes in the rooms? A: Yes, however no paint, glue, adhesives, glitter or machinery may be used in the rooms.
  • Q: May I serve refreshments in the meeting rooms? A: Yes, as of 7/12/22 there are no fees for serving refreshments.
  • Q: Is it ok to do rearrange the chairs and tables how I want them? A: Yes, but please leave the furnishings and room exactly as they were found.
  • Q: I have a deposit that the Library is previously holding, can I get that money back or donate it to the Library? A:  In 2021 our business office sent letters via USPS to the address on each account in which we held deposits. If you did not respond to that letter then your deposit has already been declared a donation to the Library.
  • Q: When do I need to pay the fees? A: When you receive your billing email (approximately 10 -15 days prior to your event). You will not be allowed into the room if the fees are outstanding.
  • Q: How do I pay the fees? Login to your Library Account and choose "Fines" then use your debit or credit card to pay online. You may also visit any library branch and pay in person with cash or a debit or credit card. 
  • Q: How do I get assistance? A: Contact us by emailing reservations@hmcpl.org.

Updated 6/1/23