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Community Meeting Rooms
General Information
The Main Library offers three community meeting rooms located on the first floor:
  • Oak Meeting Room
  • Laurel Room
  • Cedar Room
The meeting room complex is served by an adjacent kitchen with a microwave oven, refrigerator and sink that is available for use by prior arrangement.  Additional amenities are available. 

For additional information:
  1. Please download and review the application packet listed below.
  2. Email or call the Library Administration Office at (650) 522-7802, Monday through Friday, between 9:00am and 5:00pm to confirm if the room you are requesting is available prior to submitting your application.   

Availability
Meeting rooms are available for rent only during the following hours, which must include any set up and clean up time for your event:

  • Monday - Thursday: 8:30am - 7:45pm
  • Friday: 8:30am - 4:45pm
  • Saturday:  9:30am - 4:45pm
  • Sunday:  1:00pm -  4:45pm

Check the Library's Holiday Hours for specific closure dates.

STAFF LOGIN
Reservation System
for Library Staff

Application & Rental Policy Process

  1. Download and complete Meeting Room & Facilities Rental Application Packet (PDF fillable form)
    This packet includes:
    • San Mateo Main Library Meeting Room Application & Facilities Rental Policy 
    • Technical Services Request Form
    • Closing & Sign Out Checklist
    • Room set up examples
    • Meeting Room General Information Sheet (a printer friendly version of the information listed below)
    • Alex's Cafe Menu
  2. Carefully review the Policy document for process and additional important information related to the use of Main Library meeting rooms. 
  3. Print and initial Policy document where noted and sign to confirm you have read and understand the policies.
  4. Return signed Application & Policy and if requesting AV, the Technology Services Request Form.  Any one of these return methods are acceptable:
  5. Payment must be received at time of application return to confirm reservation.

Maximum Occupancy
Each room can be set up in a variety of different ways to meet your individual needs.

  Oak Laurel Cedar

Theater Style

142 36 24

Classroom Style

60 27 18

Discussion Style

48 24 16

U-Shaped Set-Up

40 16 12

Banquet Style

100 22 18

  Oak Laurel Cedar

Non-Profit Organizations
(with written proof of 501(c)
IRS status)

$150 for 1st 4 hours $25 for each additional hour $80 for first 4 hours $15 for each additional hour $80 for first 4 hours $15 for each additional hour

Residents of San Mateo or Hillsborough

$100/hr $75/hr $75/hr

Non-Residents of San Mateo or Hillsborough

$150/hr $100/hr $100/hr
San Mateo Business

$150/hr

$150/hr

$150/hr

Non-San Mateo Business

$225/hr

$225/hr

$225/hr

Music Recitals
(Oak Room Only)

$75 flat fee for up to 3 hours.
Includes use of the Library's Bosendorfer grand piano

Security Deposit
For some rentals, a refundable security deposit, in addition to regular fees, is required. The security deposits are $350 for the Oak Meeting Room and $250 for the Laurel or Cedar Rooms.

Additional Amenities
The following amenities are available to enhance use of the community meeting rooms:

  • A/V equipment: $30/meeting - Review Technology Services Request form for equipment details.
  • Conference phone: $30/use
  • Stage rental
    Single (8' wide x 6' deep x16" high): $125 per use
    Double (16' wide x 6' deep x16" high): $175 per use

Catering
Some catering services are available from the Library's own Alex's Cafe.  More information for Alex's Cafe is included in the application packet.


Driving Directions
& Library Access
For your information or to share with your event guests, you may download Driving Directions (PDF) to the Main Library. This document also illustrates how to access the meeting rooms prior to Library opening hours.


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