Policy: Meeting Rooms

Meeting rooms are available for:

  • a. Library Programs;
  • b. Meetings sponsored by City departments, County and State Departments, Library-related organizations, and open public hearings sponsored by elected public officials;
  • c. Rentals by organizations for civic, cultural, intellectual, educational, or religious purposes. For-profit companies do not qualify as organizations.

Library meeting rooms are considered designated public forums and the Library may not exclude any group based on the subject matter to be discussed or the ideas for which the group advocates. However, if a group’s actions during a meeting disrupt or harass others in the Library, Library policies regarding acceptable behavior, such as the Code of Conduct, may apply.

Priority in use of meeting rooms is given to Library programs.

Rooms can only be rented by organizations and meetings must be free and open to the public.

There is a fee for overtime use of the meeting rooms (see “Meeting Room Charges”). Reservations for meeting rooms are made through the Library’s Meeting Room Coordinator (914-422-1493). Applicant must be an authorized adult representative of organization requesting room. Return of written application for room use confirms room rental. 50% of room rental fee is due and payable with written Application and is non-refundable. Bill for balance is rendered and due and payable after the meeting.

To cancel a room reservation, the organization renting the room must notify the Meeting Room Coordinator by email as soon as possible. If the Library closes due to an emergency (e.g., weather), all meetings are canceled. The Library will inform the media about closings. The applicant has the option to reschedule the meeting.

The organization renting the room is responsible for the conduct of the meeting, payment of fees, and reimbursing the Library for any damage to furniture, equipment, or carpets. An authorized adult representative of the organization renting the room must be in attendance at all times during the meeting. Rooms may not be used for profit-making, commercial, or fund-raising purposes. No promotional materials to solicit business may be distributed at meetings.

Rental of meeting rooms does not imply endorsement of the organizations renting rooms, their beliefs or activities. Organizations may not imply that an event or meeting is sponsored, co-sponsored or endorsed by the Library in any advertising or publicity. Except as a designation of location, the name of the Library may not be used in any publicity related to the use of meeting rooms, nor may the Library’s telephone number be placed on any publicity. The name, address, or phone number of the Library may not be used as the official address or headquarters of any organization except those affiliated with the Library.

Sign-in is not required as condition of entry to meetings . If this information is taken, organizations must secure the permission of attendees for any future use. Fire codes must be observed at all times. Room occupancy may not exceed legal limits and furniture and equipment may not block aisles and exits.

Smoking and alcoholic beverages are prohibited.

Refreshment Service; Groups must contract with the on-premises Everyday Healthy Café for any catering needs at 914-422-6962.

The Library does not supply porter service or storage space for supplies and equipment.

The Library has limited maintenance and systems staff and cannot guarantee that room changes on the day of the meeting can be accommodated.

Rooms must be left neat and in good order. Trash must be disposed of in refuse containers provided.

Failure to abide by these rules may result in cancellation of a room reservation and denial of future applications to rent space.

Any organization denied the rental of a meeting room may request a hearing from the Library Director or designee thereof.

For additional information, please contact:
Library Meeting Room Coordinator Phone: (914) 422-1493 Fax: (914) 422-1462

Revised and Adopted by the White Plains Library Board of Trustees on 5/10/23.

Igloo: Optimum Room Rotary Room Auditorium

Meeting Room Charges

4 Hours
(or any part thereof)
(Per hour, or any part thereof after Library closing)
Capacity to 125. Set up theater style, table in front for speakers, table microphone, lectern & microphone, two tables in back.
$300 $125
Capacity to 20. Set up conference style, chairs and tables. Fee includes tech support.
$300 $125
Rotary Room
Capacity to 50. Set up theater style with 2 tables in back.
$200 $125
Galaxy Hall / Gallery $150 (by special arrangement only)
Zoom Room $100 $125
Community Room
Capacity to 50 set up theater style or 20 classroom style with tables and chairs.
$200 $125
Tech Support $200 $125

Please note: The Library’s piano is not available for use by outside organizations.

Equipment Charges

DVD Player $20
HD Projector (Laptop included) $50
LCD TV (Laptop included) $50
Phone Conferencing $25
Podium or Lectern with Microphone Free
Sound System Free
Screen Free
Microphone (Up to three wired) Free

Meeting Rooms Policy 5-10-23
Room Rental Application