Meeting Room Reservation Form
revised 4/13/2017
We are currently accepting reservations for dates through August 31, 2017.

Reservations to use the library's meeting spaces free of charge must be placed by a Bow resident in order to guarantee that at least one Bow resident is a member of the group. There are no exceptions to this policy. 
If you are a non-Bow resident and are requesting to use meeting spaces for for-profit purposes, please submit the form and indicate in the comments that you represent a for-profit business so that we can call you to get further information.
The Library has seven rooms currently available for booking: the Upstairs Meeting Room (located off of the Library's entrance lobby, max 32 people); the Welch Meeting Room (located in the Lower Level, max 22 people); two Group Tutoring Rooms (located in the Lower Level, max of each 4 people); The MCSB Meeting Room (located in the Lower Level, max 94 people); and the combination MCSB Meeting Room, Cafe, and Bow Rotary Meeting Area (located in Lower Level, max 214 people).  Note that the Cafe and Bow Rotary Meeting Space CANNOT be reserved individually - these areas can only be reserved in conjunction with the MCSB Meeting Room for a large event, so that our regular patrons can enjoy meeting and talking at normal volume in those spaces during our regular business hours.

The Upstairs Meeting Room, MCSB Meeting Room, and combination MCSB Meeting Room, Cafe, and Bow Rotary Meeting Space can be booked from 7 a.m. to 11 p.m., 7 days per week.  The Welch Meeting Room and two Group Tutoring rooms are available only during library operating hours.  Meetings in the Welch Meeting Room and Group Tutoring rooms on Mondays - Thursdays must end by 7:45 p.m., on Fridays end by 6:45 p.m., and on Saturdays end by 3:45 p.m. due to library closing procedures.
Please remember to include setup and cleanup time in your reservation time request.  The start time you schedule is the exact time you can get into the room for setup; the room must be cleaned up and ready for the next group by your scheduled end time.
Submission of a request using this web page DOES NOT guarantee room booking.  A member of the Library's staff will contact you regarding your meeting room request to change or confirm the booking.

To submit a room reservation request:
1. Check the Library Calendar to verify that your requested date/time/room is available.  A minimum of 30 minutes is required between group reservation times (i.e., if a group is scheduled to use a room until 5 p.m., we will not accept a reservation from another group starting at 5 p.m.  The second group's reservation could start at 5:30 p.m., or later if the room is not already booked).
2. Fill out and submit the online form below.  Please list all requested dates individually on the request form (i.e., 9/12; 10/15; 11/14; etc). so that all parties involved are clear about the specific dates being requested.
3. Download and read the Library's Patron Behavior Policy and Meeting Room Agreement Form.(pdf)  The Meeting Room Agreement Form must be signed and returned to the Library before the reservation(s) requested can be finalized.  If the signed form is not submitted to the Library within one week of your reservation request, the Library reserves the right to release your requested dates/times to other groups.
4. Download and distribute the Library's Parking Map to your meeting/event attendees. Please be aware that our main parking lot is for our regular patrons who are NOT attending a meeting/event.  Meeting and event attendees must park in spaces designated on the map.
5. For Group Tutoring Room reservations, there are two additional forms to print, fill out, and return to the Library before your reservation can be finalized: the Policy on Group Study and Tutoring, and the Parental Permission Form for Group Tutoring (if the person to be tutored is under 18 years of age). 

Group Name:
Contact Name:
Contact Phone #:
Contact Address:
Contact E-Mail:
Is group a charitable or not-for-profit organization? :
Date Requested:
Time Requested:
(Please include 1/2 hour set-up and 1/2 hour breakdown time in this time frame)
Brief Description of Program:
Projected Number of Attendees: Children:     Adults:
Will there be food served?:
If yes, please describe:
Room Desired:
Who can cancel this reservation? : Name:
Contact Phone #:
Contact E-Mail:
Additional comments / questions: