Meeting Rooms

The Germantown Public Library's (GPL) meeting rooms are primarily intended for GPL and GPL-related activities. GPL programs take precedence over other meeting room uses and the Library reserves the right to cancel or reschedule bookings as necessary. Approval of meeting room requests are made with regard to the operational needs of the Library, including parking, staff levels and GPL programming.

Rooms available for reservation:

Community Room (large meeting room on lower level, seats 30-64 adults)

Meeting Room (small room on lower level. Includes large table and chairs, seats 4-6 adults)

Study Room (small room on the lower level. Includes table and chairs, seats 4 adults)

Local History Room (room on upper level. Includes table and chairs, seats 8-10 adults)

Policy:

Meeting rooms are open to the public, including educational, cultural, civic, political, religious, professional groups, nonprofit organizations, and tutors. In general, users must be 18 years or older to reserve a room, however, high school students may be permitted to reserve meeting rooms for school-related or club activities. Usage is granted regardless of the beliefs or affiliations of requestors, under the following conditions:

• No private social events such as reunions, parties or receptions
• Commercial activities, including the promotion or sale of goods/services are prohibited, unless an exception is made by the Library Director or designee
• No entry fees, donations, or similar charges are allowed for non-library events
• Meeting attendance cannot exceed the maximum occupancy for the room
• Children must be supervised by an adult at all times
• Library approval of meeting room use does not equate to an endorsement of the group’s views. Event publicity must clearly state this non-affiliation
• Light refreshments may be permitted upon staff approval, but smoking and alcohol are banned. Groups are responsible for their own serving supplies and clean-up
• Users must arrange and return the room to its original setup after use
• The Library Board and staff assume no liability for any incidents or accidents involving groups or individuals attending meetings or programs in the library
• The Library reserves the right to discontinue the use of the room by any group that disturbs the usual operations and procedures of the Library or creates a nuisance in the area
• Any person or group using a room in the Library will not use Library owned supplies, food or drinks for their own use
• Rooms must be vacated fifteen minutes before the Library closes

Rooms can be booked up to three months in advance, with approval from the Director or designee

User of the meeting room must sign a Meeting Room Request Form and in doing so agrees to the Meeting Room Policy and GPL’s Patron Code of Conduct Policy. 

Submission of Meeting Room Request Form does not guarantee use of meeting rooms. Community Room reservation requests will be approved by Director or designee and applicant will be contacted to confirm reservation.

Approved by Board of Trustees 8/10/2026