Central Library Meeting Rooms:
Frequently Asked Questions (FAQ)

FAQ
The Des Moines Public Library has various facilities and meeting rooms that are available for public use at the Central 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 Central 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 "How Do I...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, ext. 4 with questions regarding meeting rooms. 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?
• 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.
• The Embassy Club must be paid separately.

Where can my guests park?
The intent of the limited parking space under the library is to provide space for library patrons and attendees of library sponsored events. This parking ramp is only available for two hour increments during library hours. There will be no exceptions made for groups using the library for meeting space; vehicles may not exceed the two hour parking limit for any reason. Groups with more than fifteen cars should not plan on using the library parking garage.

The library parking garage will not be open before or after library hours. If any cars remain in the library parking garage after hours, they will be locked inside and ticketed. They can be picked up the next day.

Event hosts are solely responsible for informing event attendees of the parking garage time limit and availability.

There are nineteen two-hour parking meters within easy walking distance of the Central Library on Locust Street. There are seven four-hour parking meters on Twelfth Street. Along the north side of the library on Grand Avenue, there are thirteen four-hour parking meters and seven two-hour parking meters. There are specially marked handicapped meters on both Grand Avenue and Locust Street.

Parking options also include nearby parking garages, including 801 Grand, Eighth & Mulberry, and the Allied Insurance parking ramp at the intersection of Twelfth and Walnut. Call (515) 283.4152, ext. 4 for more parking suggestions.

How do I get to the Central Library?
The library spans between Tenth and Twelfth streets and between Grand Avenue and Locust Street. If coming from north or west of downtown, library users can take Martin Luther King Parkway to Ingersoll, continue going east on Ingersoll until Tenth Street and turn south. If coming from south of downtown, library users can take Fleur to Locust to get to the library. Call (515) 283.4152 ext. 4 for driving directions.

Where do my guests enter the library?
The primary entrance for meeting room events is the Locust Street (south) entrance. This entrance should be clearly designated in all printed materials. Call (515) 283.4152, ext. 4 for maps — either in electronic (e-mail) or paper format.

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.

How far in advance may I reserve a room?
The Gateway Gallery meeting room wing 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.

May I bring in my own alcoholic beverages for my event?
No, the library allows you to provide alcohol only through the library’s licensed caterer. All guests must be twenty-one years of age or older to be served alcohol.

What equipment and services does the library provide?
The library has some A/V equipment available for use or rental. The meeting room complex includes a networked projector, a screen, and a podium with microphone, and Internet network connections. The library does not provide laptop computers for PowerPoint projection. The Central Library meeting rooms include room darkening shades. Please specify on your application if you would like these shades to be drawn for your event. Library staff will not manipulate lighting or window shades during an event; events must settle on a single lighting setting for the entirety of an event.

It is the client's responsibility to verify that the A/V equipment meets his or her needs. The library is not responsible for the sound and video quality of A/V presentations or compatibility with the client's equipment or media. If you need to verify the A/V equipment in advance, please call (515) 283.4152, ext. 4 to schedule a time.

The library will set up the A/V control system for the event and provide information to operate its components from the podium control panel(microphones, projectors, screens, DVD player and VCR.) It is the client's responsibility to become familiar with the podium control panel in order to operate the equipment needed. The library will not operate the equipment during the event.

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-east.

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 Central 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. Requests for a tour may be made by calling (515) 283.4152. Special tour requests must be made at least thirty days in advance of the event.

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 Central 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.

What if there is bad weather?
In the event the library must close due to inclement weather, any meetings scheduled for that day will be canceled. Any payments made for a meeting room will be refunded. Meetings may be rescheduled the next business day.