Meeting Room FAQ
The library implemented an updated meeting room policy on 9/14/2023. Please review this new information if you intend to reserve a meeting room. View the full policy. To reserve a room, fill out the online application.
How do I reserve a room?
To reserve a room, fill out the application on our Room Reservation page.
- Reservations can only be made for the hours the library is open.
- The online application will allow a user to apply no more than 2 months (60 days) and no less than one week ahead of time.
- To reserve a room with less than one week’s notice, contact the library to fill out a “late meeting room application.” Bear in mind that rooms requested less than a week before the reservation date are not guaranteed to be processed in time for your reservation.
- Same day reservations: If the meeting room is not scheduled for use, drop-in use for a period of two hours may be requested by reserving with a space with library staff.
- Time may be extended by staff if the room is not in demand.
- Borrowers must have a library card in good standing.
- Same day reservations will be held for 15 minutes after the reservation start time. After that, the room will be forfeited.
- All reservations automatically include 15 minutes of setup and cleanup time. If you need more time to clean up after your meeting, be sure to build in more cleanup time in your meeting room application to avoid penalty.
Who can request a reservation?
Anyone with a current Upper Hudson Library System card in good standing can request a reservation. Apply for a card
Meetings must meet all of the following criteria:
- of educational or general community interest
- open to the public
- no solicitation of customers or derivation of income from the meeting
- applicant must have reserved the meeting room few than 12 times in the past 12 months
- the room is left clean and damage-free at the agreed-upon time
Fees will be assessed for damaged/missing items or leaving the room with a mess that needs to be cleaned before the next user. Cleaning and damage fees are assessed on a case-by-case basis
If you believe you have been charged a fee in error, please fill out and submit our Meeting Room Fee Appeal form for reconsideration.
How often may I reserve the room?
Groups can make up to 12 reservations in a rolling calendar year. That is, up to 12 reservations in the past 12 months.
Why can't I reserve online?
- If the system will not offer you the date you want, be sure it is at least a week away, but no longer than 60 days.
- If the date is offered but not the room you want, the room is already reserved for someone else or their setup/cleanup time intersects with when yours would be.
- If you do not have a library card, you can apply for one online.
If your application is rejected automatically:
- Your group may have already reserved library rooms 12 times this year.
- Your card may be expired. If so, call the library at 518-477-7476 fill out this form to see if you can renew it.
- Your card may have library fees associated with it. You can pay online using a credit card, or you can settle your account in person.
Why was my application rejected?
There are a number of possible reasons for an application to be rejected. Among them:
- The group has already had 12 meetings in the past year.
- The library card used to apply is expired or blocked for owing fees.
- The content of the program does not comply with the meeting room policy.
If you cannot apply or have been denied, here are some options:
- If you don’t have a UHLS library card, apply for one.
- If your card is expired, contact the library to renew it.
- If there are library fees on your card, you can pay them online.
- Contact our Meeting Room Coordinator for all other issues.
How much does a meeting room cost?
There is no cost to use a meeting room, except cleaning or damage fees assessed on a case-by-case basis.
If you believe you have been charged a fee in error, please fill out and submit our Meeting Room Fee Appeal form for reconsideration.
What if I have to cancel my confirmed reservation?
Your reservation confirmation email contains a link to cancel your reservation. Please make every effort to notify us by clicking the cancellation link or contacting the meeting room coordinator at least 7 calendar days prior to the scheduled reservation.
Am I allowed to advertise my meeting?
The short answer is yes. Here are the limitations:
- No flyers, banners, or any type of advertisement for your event may be posted in the windows, hallways, or outside the building.
- All press releases, promotional materials, and other publicity must contain the following statement: “This is not a Library-sponsored program.” Failure to comply may result in cancellation of the reservation with no refund. The library’s logo may not be used.
- Promotional materials must clearly state the sponsor of the event and include a local contact telephone number. The library may not be named as a contact point for information about, or registration for the event.
Where can attendees park?
The library has a large parking lot for use by patrons.
Who sets up the room?
Groups are responsible for their own setup. Staff can provide assistance setting up the library’s audiovisual equipment, but group members are responsible for operating the equipment after setup.
Who cleans up the room?
Groups are responsible for cleaning up the room at the end of their reservation. If the library’s audiovisual equipment was used, it must be shut down, but library staff will put it away. Cleanup must be completed within the agreed upon reservation window. Failure to do so could result in additional cleaning charges (assessed on a case-by-case basis).
May I have food and drink in the meeting room?
Yes. However, the group is fully responsible for cleanup and may be charged a fee if additional cleaning is needed or if items are left in the room or kitchen area. Catering equipment must also be removed at the end of the event. Alcoholic beverages are not allowed.
May I sell items in the room?
No sales or marketing to attendees is allowed.
May I host a personal event in the meeting room?
The library does not provide space for personal events at this time.
May I hang things on the walls?
Please to not hang items on the walls. We have dry erase boards and flip chart easels for this purpose. If these do not meet your needs, contact the Meeting Room Coordinator to find an alternative.
Are there any smoking areas?
The library, the YMCA, and Hawthorne Ridge are all smoke-free campuses. There are no designated smoking areas.