Book a Meeting Room

Below you will find Information about the room capacities for the Community Room and Conference Room, followed by a booking form.

For information about reserving a Study Room for individual or small group use, please click here.

Return to the Meeting Rooms page

Community Room A

This half of the Community Room can accommodate 35 chairs in theater-style seating, or 20 seated around tables. There is a projector in the ceiling for mirroring from devices onto a blank wall.

Community Room B

This half of the Community Room can accommodate 20 chairs in theater-style seating, or 10 seated around tables. There is a TV available for mirroring from devices.

Community Room A & B

The full Community Room can accommodate 55 chairs in theater-style seating, or 30 chairs seated around tables. The projector is on one end of the room, and the TV on the other.

Conference Room

The Conference Room seats 15 people around two conference tables, with allowance for an additional four chairs around the perimeter of the room. A large screen TV is available for mirroring presentations from a laptop or mobile device.

View our Meeting Room Calendar

This form is for booking the Conference Room or Community Room only. If you want to book a Study Room for small group use, please do so in person at the library's main desk, or call the library at 799-1720.

Name of Organization/Group(Required)

Please check off the statement that best characterizes your organization/group(Required)

Certified Nonprofit Organization

Community Group

Town of Cape Elizabeth Department, Board, or Committee

Other (please explain)

How would you describe the group that intends to meet?

Name of Local Contact Person for This Event(Required)

Phone for Local Contact Person(Required)

Email for Local Contact Person(Required)

Name of Event

Description of Event(Required)

Approximate Number of Attendees(Required)

Which Room Would You Like to Book?(Required)

Conference Room

Community Room

Which Option Are You Requesting?(Required)

The Community Room can be divided into two rooms, although neither is soundproof from the other. You may request one side or the other, or the entire space.

Community Room A (larger side with projector)

Community Room B (smaller side with TV)

The entire room (both A & B)

Date of Your Event

Please note: Reservations will not be accepted more than three months in advance unless approved by the Library Director.

MM slash DD slash YYYY

Start Time

Please note: Meetings booked by community groups must conform to the library’s scheduled operating hours (listed at the top of this page.) Meeting room use cannot begin before the library opens, except for library events and Town activities, and must end at least fifteen minutes before the library closes. After-hours use is available for TML programming and activities, Town of Cape Elizabeth Boards and Committees, or at the discretion of the Library Director.

Hours

Minutes

AM/PM

End Time

Hours

Minutes

AM/PM

Do you intend for this to be a recurring event?

Please note, no more than three reservations may be scheduled at one time unless approved by the Library Director.

Yes

What other dates do you have in mind?

Please Indicate Which Accessories/Amenities You Require

Projector for mirroring from devices

Large screen TV for mirroring from devices

Microphone

Podium

Tables

Chairs

How would you like the room to be set up?

Chairs facing projection wall

Chairs facing the TV

Chairs around tables

No chairs

No tables

Other (please explain)

How would you like the room to be set up?

Chairs facing the TV

Chairs around tables

No chairs

No tables

Other (please explain)

Please explain any additional room set-up requirements

How would you like the room to be set up?

Chairs facing the projection wall

Chairs around tables

No chairs

No tables

Other (please explain)

Please affirm the following statements:(Required)

I am at least 21 years of age.

I assume responsibility for the appropriateness of the activity .

I will supervise the activities taking place in the booked room.

I will ensure adherence to the library's Meeting Room policy while using the booked space.

Consent(Required)

I agree to the Rules of Use for library meeting rooms.

Groups shall be adequately and appropriately supervised by an adult at all times and until all participants have departed the premises. Any accidents or injuries must be reported to library staff.

Users should make themselves aware of the appropriate means of emergency egress and ensure all in attendance are aware as well.

The library is not responsible for loss or damage to exhibits, equipment, supplies, or other materials brought to the library by the meeting group.

No equipment, materials or records may be stored in the meeting rooms or the library.

Food and/or beverages are allowed in accordance with the Library’s General Use and Food and Beverage policies, or at the discretion of the Library Director, and limited to consumption within the booked room.

Materials may not be affixed to the walls, ceilings, doors or windows. Using confetti, glitter or other items which make cleaning or vacuuming difficult is prohibited.

Burning candles, incense, pyrotechnics, or any type of open flame is not permitted.

Clean-up is the responsibility of the user. All trash should be deposited in the appropriate waste receptacles. Tables and chairs must be returned to their original locations.

Meetings booked by community groups must conform to the library’s scheduled operating hours. Meeting room use cannot begin before the library opens, except for library events and Town activities, and must end at least fifteen minutes before the library closes. After-hours use is available for TML programming and activities, Town of Cape Elizabeth Boards and Committees, or at the discretion of the Library Director. 

I understand that my request to reserve a meeting room is subject to approval.(Required)

Yes

This field is for validation purposes and should be left unchanged.