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Meeting Room Reservations
Requesting the use of a Meeting Room, Small Group Room, Study Room, or Sensory Room at EVPL.
EVPL rooms are provided to meet general, informational, educational, cultural, or civic needs. We do not accept reservations for parties, showers, or other events of a purely social nature.
Some of the rules governing Room Use at EVPL
- Rooms are available during normal library operating hours.
- If the library closes due to an emergency or inclement weather, rooms are not available.
- Rooms must be vacated 15 minutes before closing.
- Food consumption is only allowed in rooms with “Meeting” in their name.
- Lights must remain on in Small Group and Study rooms while in use.
- All users must comply with federal, state, and local laws, plus all EVPL rules and policies.
- Unclaimed reservations are forfeited after 15 minutes (small group/sensory/study) or 30 minutes (meeting rooms).
- All publicity must state: “This presentation is not sponsored by Evansville Vanderburgh Public Library.” EVPL’s logo, phone number, address, and images of EVPL spaces may not be used.
| Room Type | Capacity | Max Time | Latest Request | Earliest Request | Age to Reserve |
|---|---|---|---|---|---|
| Meeting Rooms | 2–240 | 4 hrs (8 at Central) | 2 weeks before | 3 months before | 18+ |
| Small Group / Study Rooms | 1–10 | 2 hrs | Same day | 1 week before | Anyone |
| Sensory Rooms | 1–6 | 2 hrs | 48 hrs before | 3 months before | 18+ |
Please proceed based on the status of the person/group requesting a room:
- For Profit includes businesses and other For Profit organizations, and sales presentations
- Nonprofit includes nonprofit organizations, local government entities, and individuals
Note: If you are making a presentation to the public that includes information or tactics designed to draw sales/business to your place of employment or your business, then you are acting as a For Profit business regardless of your access to not-for-profit status, and you should choose For Profit.
Select your organization type to view specific policies & fees
Which best describes you?
Room Types at a Glance
| Room Type | Capacity | Max Time | Latest Request | Earliest Request | Age to Reserve | Fee | Cert. of Insurance |
|---|---|---|---|---|---|---|---|
| Meeting Rooms | 2–240 | 4 hrs (8 at Central) | 2 weeks before | 3 months before | 18+ | Yes | Yes |
| Small Group / Study Rooms | 1–10 | 2 hrs | Same day | 1 week before | Anyone | No | No |
| Sensory Rooms | 1–6 | 2 hrs | 48 hrs before | 3 months before | 18+ | No | No |
Meeting Room Availability & Fees
Meeting rooms require at least 2 weeks’ advance notice and must be approved by the Location Manager. A Certificate of Liability Insurance ($500,000) listing EVPL as Certificate Holder and Additional Insured is required.
Fees must be paid by cash or check at the location — only after receiving manager approval — and at least 2 days before your reservation date.
Branches (non-Central) — up to 4 hours: $100 flat rate. Requests for more than 4 hours should be directed to EVPL Central.
EVPL Central rates:
| Room | Up to 4 hours | Up to 8 hours |
|---|---|---|
| Browning Meeting Room A or B | $100 | $200 |
| Browning Meeting Rooms A & B (combined) | $200 | $400 |
| Large Group Meeting Room | $75 | $150 |
Central setup costs: Conference, Classroom, U-Conference, and Theater Chair layouts are free. Banquet Rounds are $10/table (with 6 chairs). Other requested setups are $50.
Small Group / Study Rooms
No fee for For-Profit use. Reserve up to 1 week in advance for up to 2 hours per day.
Publicity Requirements
- All publicity must state: “This program is not sponsored by Evansville Vanderburgh Public Library.”
- Presentations to the public must include this statement at the start of the event.
- No signage outside the reserved room without prior manager approval.
- EVPL’s logo, phone number, address, and location images may not be used.
Room Types at a Glance
| Room Type | Capacity | Max Time | Latest Request | Earliest Request | Age to Reserve | Fee |
|---|---|---|---|---|---|---|
| Meeting Rooms | 2–240 | 4 hrs (8 at Central) | 2 weeks before | 3 months before | 18+ | No |
| Small Group / Study Rooms | 1–10 | 2 hrs | Same day | 1 week before | Anyone | No |
| Sensory Rooms | 1–6 | 2 hrs | 48 hrs before | 3 months before | 18+ | No |
Meeting Rooms
Must be requested at least 2 weeks in advance and approved by the Location Manager. The requestor must be at least 18 years old. There is no fee for nonprofit use of meeting rooms.
Small Group / Study Rooms
No fee. Reserve same-day up to 1 week in advance for up to 2 hours per day. Open to users of any age.
Sensory Rooms
No fee. Must be requested at least 48 hours in advance and approved by the Location Manager. Requestor must be 18+. Capacity is 1–6 people for up to 2 hours.
Publicity Requirements
- All publicity must state: “This program is not sponsored by Evansville Vanderburgh Public Library.”
- Presentations to the public must include this statement at the start of the event.
- No signage outside the reserved room without prior manager approval.
- EVPL’s logo, phone number, address, and location images may not be used.
