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Rooms FAQ

  • Who can I talk to about my room reservation? Each location that has rooms available also has personnel who act as that location’s “Space Manager” who is able to assist you. You are also welcome to speak with the Branch Manager of the location in which you want to hold the event. These links contain email addresses that might be helpful: Bailey Cove, Downtown Huntsville, Gurley, Hazel Green, Madison or Murphy. You may also send an email to reservations@hmcpl.org and we will forward your inquiry to the appropriate personnel.
  • Making a reservation
    • How do I access the Online Reservation System? Visit these links and read the room policies, provide your name and email in the fields provided at the bottom of the page. Accept the terms and click submit to be brought into the software.

    • Do you have a guide for the Online Reservation System? We have set up an instruction page that may be helpful.
    • Who can reserve a room? Individuals and all types of organizations may reserve our rooms.
    • May I come see the room before I create a reservation request? Yes, we recommend it. Contact the branch library in which you'd like to reserve space to set up an appointment.
    • How far in advance can I reserve a room? Six months for the larger rooms and one month for the smaller rooms.
    • How soon can I reserve a room? One week advanced notice for the larger rooms, immediately for the smaller rooms.
    • How many reservations can I make? Up to six in a six month period in the larger rooms and one at a time for the smaller rooms.
    • Why do I have to use the Online Reservation System to book a room? In order to make reserving a room more equitable for all our patrons, it is necessary that you book your room online.
    • What do the different colors in the Online Reservation System mean? Here is an annotated color key which might be useful.
    • Why do I need a verified account to use the system? We need to make sure we can send you messages about your reservation, so you’ll need access to your email account for verification during the account creation process. Once you verify your email, you’ll be sent back to the web page to finish your request. 
    • Why do I not see the verification or password reset email? We recommend that you whitelist the email address "hmcpl@evancedspaces.com" so that you always receive our emails. Some mail clients won't show the verification link unless it is viewed in HTML or "web view." Also, Check your junk or spam folders if the email seems to not have arrived.
    • I have a verified email address but can't login to the system, what do I do now? At the login screen choose “Forgot password” and enter your email address. You will be sent an email with a link to create a new password.
    • Can I edit or cancel my reservation? You may cancel your smaller room via the link you were sent when you created the reservation. The larger meeting room reservations may be edited, copied or canceled (7 days prior to the event) in your account dashboard in the Online Reservation System.
    • Who can create reservation requests for my organization? Usually just one member, however, if more than one individual is creating reservations the Organization will need to use a shared email address to create the reservation requests.  
    • Can you add my organization to the Online Reservation System? Yes, just let us know in the notes field of the request, contact your Space Manager through email at Bailey Cove, Downtown Huntsville, Gurley, Hazel Green, Madison or Murphy or email reservations@hmcpl.org. After your organization is added, you may request to “Join” the organization in the software. Then, use the drop-down field on the request page to assign the request to your organization.
  • Room Fees and Deposits
    • How much do the rooms cost? The smaller rooms are free to use and the larger rooms require a $50 refundable security deposit. A rental fee for the larger rooms (ranging from $30/hr to $100/hr) is applied to reservations for individuals or for-profit businesses. Rates are calculated in the reservation process and depend on the capacity of the room.
    • What are the requirements to qualify for a free room? Government or educational agencies require that emails associated with the primary contact must have a .gov, .edu or official email of the educational institution. Non-Profit organizations may provide proof of 501(c)(3) status or other written documentation of non-profit status.
    • When do I need to pay for my room? All fees and deposits need to be paid 7 days prior to the event.
    • How do I pay for my room? After the request has been approved you may pay online by visiting the request in your account dashboard. More information on making online payments can be found here. If you are paying in person, please visit the library in which you are holding the event during regular business hours. If paying in person, please bring a printed copy of your transaction with you. 
    • When do I get my security deposit back? Security deposits will be refunded via check from our Business office two weeks after your event is over provided there is no damage to the room.
  • Accommodations
    • How many people can fit comfortably in a room? While the maximum capacities are built into the software, this page has more details on room capacities as well as an approximate number of chairs and tables available to you. Please be aware seating or table arrangements may reduce Accessibility or comfort levels. Library staff will intervene if Accessibility is jeopardized.
    • May I bring my own A/V equipment? Yes, you are welcome to set up your own equipment.
    • May I bring food or beverages to the rooms? Yes, to the larger meeting rooms.
    • What should I know about using the specific rooms? There is more information on the instruction page and notes about each room may also be found in the Online Reservation System.
    • Can the Library promote my event? You are welcome to bring or send a flyer to your Space Manager and they will add it to the Community Bulletin Board at their location. At this time there is not an online calendar which will show your room reservation.
  • Options:
    • May I have the room set up for me? Staff Setup and Takedown may be purchased for some rooms optionally. Layouts are available for those rooms, but please communicate with your Space Manager on whether you want tables and chairs or chairs only. Otherwise, meeting room groups are responsible for their own furniture setups. We encourage you to reserve at least a half an hour of time prior to the meeting to arrange furniture while the Library is open. The Online Reservation System will not allow bookings to start at library opening time, but 30 minutes afterward.
    • May I continue to use the room after the Library is closed? After-Hours use is available for a fee at some locations and arranged in advance, for a fee. Otherwise, patron events are required to end before the hosting branch closes. Cleanup must be completed at least five minutes before the Library closes and organizations will be billed $10 for every five minutes past closing.
    • May I serve alcohol at my event? Yes, provided that you purchase that option and adhere to these policies:
      • The caterer for the event must hold the necessary local and state alcohol licenses and abide by all local and state laws pertaining to the service of alcoholic beverages.
      • The room requestor must provide ATF Certified bartender. The Alcohol Fee does not cover the payment to the Bartender and the requestor will pay the bartender directly.
      • The room requester is fully responsible for the alcohol consumption of guests and their behavior.
      • Alcohol can only be served in the room reserved for use.
    • May I charge admission or sell merchandise at my event? Admission charges, merchandise sales, fundraisers, or any activity generating revenue, regardless of whether goods or services are sold at the meeting, requires selection and payment of the merchandising / ticketed event option in the reservation process.
    • May my event be private? If your organization type allows for a free room you will be asked to add the fee-based ticketed option for a private event.
    • May I use the Audio/Visual equipment? Yes, we'll gladly allow you to rent our A/V equipment if it is available for the room you require. In the option for each room, you’ll see “Audiovisual Package (with MIC)” or “Audiovisual Package (without MIC).” If you need specific items an A/V Equipment List is also available, please let your Space Manager know your requirements. You'll be able to choose which equipment option you need when you select your room in the Online Reservation System. Contact your Space Manager with your Application for Organization Card to get started.
    • How much do the options cost? Rates are calculated in the reservation process and depend on the room.
  • What do I do if I need more information? Contact your Space Manager or the Branch Manager at the Bailey Cove, Downtown Huntsville, Gurley, Hazel Green, Madison or Murphy locations. You may also send an email to reservations@hmcpl.org.

Thank you for using our rooms!