The Peabody Public Library has a number of meeting rooms available for public use. You can reserve them in person at the library, on the phone by calling (260) 244-5541. You are responsible to read and agree to the meeting room guidelines below before reserving a room. Please note that rooms are available only during library hours, and you must include setup and take down time in your reservation.
Meeting Room Policies
Parts of this policy have been modified to include hyperlinks, extra information, and other web-friendly additions. For our current library policy wording as approved by the library board, see the Peabody Public Library Policies Manual on our Library Policies page.
Pandemic Meeting Room Re-Open Rules and Procedures:
Community Rooms A & B and Study Room 1 are the only rooms that can be reserved at this time. You must reserve both A & B when you reserve.
A & B Cost is $30.00 + tax per a 4 hour increment
Study Room 1 is $15.00+tax
The library meeting rooms will be reopening on October 4, 2020
As part of the re-opening process, we require whomever reserves the room to be sure all of the people within their party are safe, social distancing, wearing a mask and not sick at the time of the reservation. Below are some examples of how you can manage and maintain this request:
- loud, amplified music;
- food preparation or substantial food service;
- use of public facilities like restrooms which would tend to exclude use by the public;
- consumption of alcoholic beverages;
- unsupervised minors.
As a community gathering place, the library is pleased to make the following meeting rooms available to the public.
- The Auditorium: When used as one room, the Robert E. Brittain Memorial Auditorium has approximately 2500 square feet of floor space. When used as separate meeting rooms, the room capacities are as follows:
- Auditorium 1 (required for access to sound booth)
- Dimensions: 20’ x 36’
- Chairs only: 118
- Tables and Chairs: 55
- Auditorium 2 (required for access to ceiling projector)
- Dimensions: 27’ x 36’
- Chairs only: 154
- Tables and Chairs: 72
- Auditorium 3 (Stage; required for access to projection screen): 26’ x 36’
- Auditorium 1 (required for access to sound booth)
- The Community Room: When used as one room, the community room has approximately 1500 square feet of floor space. When used as separate meeting rooms, the room capacities are as follows:
- Community Room A
- Dimensions: 30’ x 31’
- Chairs only: 124
- Tables and Chairs: 58
- Community Room B
- Dimensions: 17’ x 31’
- Chairs only: 66
- Tables and Chairs: 31
- Community Room A
- The Computer Classroom: The computer classroom has (14) fourteen student stations, an instructor’s station, a color printer, a projector and a projection screen. Additional stations are also available for seating with a laptop or other portable device.
- The Study Room: The study room has two tables and seven chairs (up to (11) eleven chairs can be fit in the room with the tables). One of the tables has a single computer with Microsoft Office, which may be accessed through our computer reservation system while using the room, or when the room is open for public use.
The following fees are charged in 4 hour increments and include 7% sales tax:
- Auditorium 1: $32.10
- Auditorium 2 (does not include stage): $32.10
- Auditorium 1-3 (All): $74.90
- Community A: $32.10
- Community B: $26.75
- Community A & B: $58.85
- Computer Classroom: $90.95
- Study Room: $16.05
The following specifications also apply.
- Rooms will be available only during library hours or at the discretion of the Director.
- Monday: 9 AM to 6 PM
- Tuesday - Thursday: 9 AM to 8 PM
- Friday: 9 AM to 6 PM
- Saturday: 9 AM to 5 PM
- Sunday: 1 PM to 5 PM, closed during the summer between Memorial Day and Labor Day
- Except where proof is presented of non-profit status, sales tax will be charged for meeting rooms.
- Fees must be paid within a week of making the reservation. If the reservation is made within a week of the event, fees must be paid no later than 24 hours prior to the reserved time.
- Fees are non-refundable.
- All tax-supported institutions may use the library meeting rooms at no charge. This would include, but not be limited to, city governmental units, county governmental units, state governmental units and the public schools.
- All not-for-profit organizations will be requested to pay a donation for the use of a meeting room. However, if they cannot pay the requested donation, they will not be required to pay. See the fee schedule listed above for suggested donations.
- Groups deriving commercial gain will be charged following the standard fee schedule.
- Must be 18 years of age and present a valid photo ID to reserve a meeting room or any equipment.
- You may reserve up to one year in advance of the intended date of use, unless an exception is made by the Director or the Librarian in charge. Reservations are first come, first served. Reservations must be scheduled at least 2 days in advance, unless an exception made is by the Director or the Librarian in charge.
- Reservations may be called in, made in person at the library, or completed online. To complete the reservation process, the responsible party must come to the library and sign a Meeting Room Liability Agreement.
- Cancellation requests must be made 24 hours in advance.
- No group may assign its reservation to another group.
- Certain types of meetings will have scheduling priority over others as indicated below:
- Library business or activities, such as Board meetings, staff meetings, story times, summer reading program activities, and seasonal parties.
- Non-library groups will be scheduled on a first come, first serve basis
- Publicity for a meeting of a non-library group must not be worded in a manner that would imply library sponsorship or endorsement of the group’s activities.
- Groups may not use the Library’s address, phone number or FAX number as their own.
- A copy of any press release, handbill, invitation, etc. referencing a library meeting facility must be placed on file with Peabody Public Library.
- Misrepresentation of these facts will result in the loss of use of the library meeting facilities for the offending group.
- All AV equipment should be scheduled when reserving the meeting room.
- Peabody Public Library is not responsible for the storage, loss and/or damage of any AV equipment belonging to any group or organization using the meeting rooms.
- Telephones in meeting rooms are restricted from long distance calls.
- If additional costs are incurred in the use of technology (i.e. long distance/teleconferencing), the reserving group shall pay all charges incurred for non-library events.
- The following equipment may be reserved with the meeting rooms. (All equipment is subject to availability. Please call 244-5541 if you are unable to request the desired equipment online.)
- All rooms have access to the following portable equipment: laptop (with or without Internet access), flip chart stand/dry-erase board, 46" TV, Portable LCD Projector, DVD/Blu-ray player (must be reserved with TV or LCD projector) and Podium with Microphone (not recommended in Computer Lab or Study Room)
- Auditoriums 1, 2 and 3 have the following equipment available only when reserved together: projection screen, LCD projector (ceiling mounted), Blu-Ray/DVD or VHS player (in sound booth), two wireless microphones and two stage microphones. Please inform us if you will need access to the sound system or wish to connect your own laptop to the projector.
- Auditorium 1 and Auditorium 2 each have a 60" Plasma TV. Please inform us if you have any equipment to be connected to one of these televisions.
- Community Room A has a ceiling-mounted DLP projector and projection screen, Blu-ray/DVD player, tape/CD player, and three wireless microphones. VGA and HDMI cables are provided for connecting a laptop to the projector. Please inform us if you wish to connect into the sound system as well.
- Community Room B has a built-in projection screen (a portable DLP projector may be requested).
- The Computer Classroom comes with 14 student computers, 1 instructor station, a ceiling-mounted LCD projector and screen, and a color printer/copier.
- The Library does not assume responsibility for the security of personal items.
- Individual groups are responsible for returning the meeting rooms to the state originally found.
- Groups will be responsible for turning off lights, utilities and moving trash bags to the dumpster.
- If there is a problem, the group should contact library staff.
- Each group must furnish their own supplies and refreshments.
- If a room is divided and 2 groups are meeting at the same time, each group is expected to respect the rights and comforts of the other.
- It is the responsibility of the user to notify the library of cancellation of event at least 24 hours in advance.
- Failure to vacate the meeting rooms by the time specified on the reservation form will result in loss of meeting room privileges.
- Use of long-lasting flames is prohibited. This does not apply to candles on a cake.
- If additional security is deemed necessary by the Library, it is the responsibility of the reserving group to pay for it.
- Smoking is neither permitted in the Peabody Public Library building nor within 8 feet of any door.
- The use of alcoholic beverages is not permitted in the Peabody Public Library Building.
- No red, orange, grape or dyed drinks are permitted.
- All food and related refuse must be removed from the Library premises immediately after the event. No food may be left or stored in the meeting rooms for future meetings.