Meeting Room Reservation Form
revised 11/19/2018

To submit a reservation for a meeting room, click HERE.

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 call the Library Director at 224-7113 so that we can obtain 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 the online form 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.

Steps to submit a room reservation request:
1. Fill out and submit the online form 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.
2. Download and read the Library's Patron Behavior Policy and the appropriate Meeting Room Agreement Form: For-Profit or Non-Profit. The appropriate Meeting Room Agreement Form must be initialed where indicated, signed, and returned to the Library before the reservation(s) requested can be finalized.  If the signed form is not submitted to the Library by the date indicated to you by our meeting room manager, the Library reserves the right to release your requested dates/times to other groups.
3. For your convenience, here is a Checklist for Meeting Room Clean Up that can be downloaded and used as a reminder for what you have agreed to in the signed Meeting Room Agreement for  your group/business.
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).