Frequently Asked Questions about booking a room
Getting Started
- Click here to view the meeting room booking schedule (pdf).
- My group would like to meet more than 1x per month. How do I book more than one meeting within the same month?
- Another adult BPL card holder in your group would need to book the additional meeting. Non-profit groups may book a second meeting in the same month using a BPL card, adhering to card holder restrictions which differ from non-profit use.
- I have a BPL card and represent a non-profit in Albany County. Which number should I use to book a room?
- Rooms booked with a library card are limited to a maximum capacity of 30 in the Community Room, while non-profit group attendance is capped at 65. Card holder reservations are considered “closed-door.” Non-profit group meetings must be open to the public.
- My expected meeting attendance is over 30 and I am not affiliated with a local non-profit. Are there other options?
- How do I rent a room at the library?
- First, use the online reservation system to submit a request for your preferred date, time and space. Then, email us at calendar@bethpl.org to request a facility use contract.
- Your request must be at least 45 days in advance of the date, and no more than 6 months in advance.
- What is the maximum number of hours allowed per reservation? Is my reservation end-time flexible?
- Meeting rooms may be booked for a minimum of 1 hour, maximum of 4 hours based on room availability. Users are expected to vacate rooms at the scheduled time. Public Meeting Rooms are used by several groups and library staff each day. Your cooperation is essential. The online reservation system automatically limits availability to end 15 minutes before library’s regular closing time.
- The library calendar appears free on my preferred meeting date and time. Why does the reservation system say it is unavailable?
- The library’s two meeting rooms are also used by staff for programming and meetings which may only be viewed internally.
Managing a Reservation
- How do I find my reservation on the library calendar?
- Only non-profit group meetings can be viewed on the library’s calendar. Using the Event Type filter, choose Reservation and apply. To confirm card holder reservations, please check your confirmation and reminder email notifications.
- How do I cancel or change a reservation?
- To cancel, please use the link provided in your confirmation and reminder email notifications.
- Changes in set-up and equipment requests should be submitted at least two business days in advance of the meeting. Submit your request by emailing calendar@bethpl.org.
- Is it possible to arrange early arrival for set-up before my reservation start time?
- The library is unable to accommodate early arrival for meetings. Please plan your reservation start time to include any needed set-up time.
- May I publicize a meeting?
- Meetings are not sponsored by the library. Publicity should not give the impression that they are.
Checking In
- I am unable to be present for a meeting I booked with my library card. How do I designate another person to check in for me?
- Call the Information Desk to let them know your meeting date, time, and the name of the person who has been authorized to check in on your behalf.
- Important information regarding meeting check-in for Authorized Users:
- Authorized Users must show their ID upon check-in so we can verify name.
- The card holder who booked the room is still responsible for meeting conduct.
- The library will NOT keep a record of Authorized Users per group. Authorized Users must be communicated to the library, as necessary, per meeting.