Our meeting room is now available for local organizations. We are using a new online reservation system called Spaces, that will allow you to create an account, create organization listings, and make meeting room reservations.

After you create your account, you must create or join an organization and be approved before you request a reservation.

Reservations must be made at least 48 hours in advance, and may be made for the current 90 days on a rolling basis.

• You must be at least 18 years old.
• All reservations must be affiliated with a Winfield community group or organization.
• Groups or organizations must be composed mainly of citizens who reside in areas that are taxed for Winfield Library service.
• Only nonprofit groups may use the meeting room.

How far in advance may I reserve the meeting room?

• Reservations must be made at least 48 hours in advance.
• Reservations may be made for the current 90 days on a rolling basis.
  

Are fees or sales allowed in the meeting room?

• No fees may be charged for admission and nothing may be sold on library property.
  

What is the maximum room capacity?

• Room A: 33
• Room B: 49
• Room AB: 82
  

How many tables and chairs are available in each room?

• Room A: 4 tables, 20 chairs
• Room B: 4 tables, 40 chairs
• Room AB: 8 tables, 60 chairs
  

What if my group needs special equipment?

• Select from the equipment list provided on Spaces.
• Full list of equipment listed below. Certain equipment is only available in room A or room B. All equipment is available in room AB.
  • AV Cart with DVD Player, Projector, Speakers (B, AB)
  • Blu-Ray/DVD Player with Remote Control (A, AB)
  • Chairs (A, B, AB)
  • Coat Rack (B, AB)
  • Coffee Maker (A, AB)
  • Digital Projector with Remote Control (A, AB)
  • Microphone for Use with Podium (A, AB)
  • Microwave Oven (A, AB)
  • Overhead Projector (A, AB)
  • Podium (A, AB)
  • Screen - Drops from Ceiling (A, AB)
  • Sink (A, AB)
  • Soundbar with Remote Control (A, AB)
  • Tables - 6 Feet Long (A, B, AB)
  • Tack Board on Room Divider (A, B, AB)
  • VGA, HDMI, Ethernet Cables for AV Equipment (A, AB)
  • White Board on Room Divider (A, B, AB)
    

Who is responsible for setting up the meeting room?

• Library staff do not set up the room, but will make sure the correct number of tables and chairs are available.
• Groups are expected to set up the meeting room for their own use and clean up before leaving.
  

What if there is a conflict with a library event?

• The library will make every effort to reserve the meeting room in advance to avoid scheduling conflicts.
• The library reserves the right to cancel any scheduled reservation in the event that the space is needed for library business or programs. The library will endeavor to give one week notice of any cancellation.

To view instructions and sample images of the Spaces website, click here for a PDF instruction sheet.

Step 1: Click here to go to Spaces and create an account.

• Click the My Account button to create your account.
  
  

Step 2: Join or create an organization. All reservations must be linked to an organization.

• Click the My Account button.
• In the Organizations section, click “Add one now.”
• Select an organization or click "Request to Create New Organization."
• Fill out the request form as completely as possible.
• Once your organization is approved, you will get an email stating that “you can now make reservations for this organization through your account.”
  • Please wait until you are approved before you move to step 3 to reserve a room.
  • Once your account and organization are approved the first time, you can reserve a room at your convenience.
    
    

Step 3: Click here to log in and search for availability at your desired date and time.

• In your search results, rooms shown in green at your desired time are available.
  
• Click the Pick Me button for the room you want to book.
  
  
• IMPORTANT: 30 minutes of set-up and take-down time are added to every reservation.
  
  
  • Take this additional time into account when searching for available times.
    
    
• For example: if you reserve a room for 7:00-8:30 p.m., Spaces will automatically reserve a time slot of 6:30-9:00 p.m.
  
  
• Please note: if you request a room until 9:00 p.m., Spaces will list the rooms as unavailable. This is because the take-down time of 9:30 p.m. is later than the library’s closing time of 9:00 p.m. Use 8:30 p.m. as your end time instead.
  
  
• Earliest reservation start time:
  9:30 a.m. Monday-Saturday (You may access the room at 9:00 a.m.)
  
  
• Latest reservation end time:
  8:30 p.m. Monday-Thursday (You may use the room until 9:00 p.m.)
  4:30 p.m. Friday-Saturday (You may use the room until 5:00 p.m.
  
  

Step 4: Reserve the room.

• Once you have chosen your room, fill out and submit the reservation form.
• You must check the box that indicates you understand the library's Meeting Room Policy.
• When your request has been approved by library staff, you will receive an email with the subject line “Spaces Reservation Approved.”