East Side Library Meeting Rooms:
Frequently Asked Questions (FAQ)
The Des Moines Public Library has various facilities and meeting rooms that are available for public use at the East Side Library and branch libraries located throughout the city. Fees and rates vary depending on the facility and scope of the event, and the type of sponsoring organization. The library reserves the right to review each prospective use and determine whether or not that use falls within the meeting room user guidelines. Use of the premises may be terminated at any time if the conduct of the group or any member of the group is disruptive to library service, or in violation of the library’s Customer Behavior Policy. All activities and programs conducted in the library buildings are subject to the general rules and regulations of the Des Moines Public Library.
How do I reserve a room at the East Side Library? In order to reserve a room, you must fill out an application, pay the damage deposit (if applicable), and supply a letter of tax exemption to the library (if applicable). The appropriate application must be completed, signed, and submitted by all applicants planning to use a meeting room or conference room. Applications are available online on the library web page (www.desmoineslibrary.com. Click on “Reserve a Meeting Room.” Or you may pick up a meeting room form at any Des Moines Public Library location. You may call 515 283 4152 x4 with questions regarding meeting rooms, and the Des Moines Public Library does not guarantee any date for meeting room usage until payment is received.
When must I pay the room fees? • A damage deposit of $100 paid with a separate check is required for catered events to
secure the room.
• Full charges must be paid not later than two business days before date of use or the reservation will be canceled. Make checks payable to the Des Moines Public Library.
Can my group reserve a meeting room date for an entire year? No group may consider the library its permanent meeting place or use the library’s mailing address as its mailing address.
No more than eight dates may be scheduled at one time, and no group may host more than eight events per year.
Can I use the meeting room for a private party? No, the meeting room may not be reserved for private parties due to the close proximity of the meeting room to the library proper.
How far in advance may I reserve a room? The meeting room may be scheduled up to twenty-four months in advance. Library conference rooms may be scheduled up to eight weeks in advance. Study rooms may be scheduled up to 48 hours in advance.
May I bring in snacks and coffee without using the caterer? Yes, simple food items such as snacks and coffee may be brought in for meetings at no charge. The applicant assumes full responsibility for making sure all used paper goods and food remains are put into supplied trash receptacles before vacating the premises. A $25 refundable damage deposit is required.
What equipment and services does the library provide?
The library has some A/V equipment available for use or rental.
How is the layout of space for my event decided? The library staff will work with you to establish an authorized floor plan for your event. Any changes in meeting room arrangements or requests for equipment or furniture must be received at least two business days in advance of the event and approved by the library staff. For all events, a fee will be charged for any room setup other than theater style.
May I give out a telephone number for receiving messages or for information regarding my event? No, the library cannot accept messages for you or your guests. Library numbers may not be listed for information on your event. The library requests that all printed materials, press releases, posters, and other information include a contact number for your group.
May my group also schedule a tour of the East Side Library? Yes, the library will try to accommodate your request for a tour on the day of your event; however, tour guides are not always available.
What are the library’s rules for signage and decorations? Materials may not be affixed to any surface, including walls, windows, floors, furniture, or fixtures, at the East Side Library without approval by the library staff.
May I list the Des Moines Public Library as a sponsor? No, printed materials may not list the library as a sponsor of an event or meeting unless previously agreed to by the library director or his/her designee.
Photographs The library reserves the right to take photographs of events for its own records and for future promotional materials.
Photographs may be taken in the meeting room wing by event hosts during closed events only.
Library users may not take photographs of public library facilities without securing approval from library staff.
