Room Bookings

There are three options for room bookings:

• Study Rooms: These are small areas meant for one or two people. They provide a quiet space to study or work. You can book same day and come into the library to use this space. These spaces are free to use.
• Meeting Rooms: These are larger spaces ideal for a group of people to meet. Some of these rooms include equipment and other resources you may use. Meeting rooms bookings require a minimum of 72 hours notice and completing some additional steps to finalize the room booking.

• Memory Lab: This special space allows you to digitize old format items like photos, slides, cassettes, and video. Use the equipment available to convert your precious memories into formats accessible by modern technology. Up to two people can work in the space together at one time. Teens and children under 18 years of age can use the space but special conditions apply.

There are two ways to book a room:

1. Visiting our online Reserve a Room calendar

• Pick your Booking Type (see the FAQ on this page for more details)
• Search for options by selecting a date and location(s)
• Find your space, and click on the green squares to pick your time
• Once you are happy with your selection, click on Choose and complete the form
• Study Room bookings will be approved immediately. Staff will contact you with additional steps when you book a Meeting Room or the Memory Lab.

2. Contact any Region of Waterloo Library branch or Ask a Librarian

• Library staff will be happy to place a booking for you, or guide you through the process if you require assistance

Anyone in the community can book a library space! Please note teens and children under 18 years old have special conditions when booking the Memory Lab:

• Individuals aged 16-17 may use the equipment independently, but a parent/guardian over 18 must sign the Use Agreement
• Children 15 and under may use the equipment, but must have the Use Agreement signed by a parent/ guardian over 18, and must be accompanied by the person who signed the Use Agreement

Booking Type is important because it determines what spaces are available for you to book, as well as the parameters around booking (such as space rental cost). It is important that you pick the correct booking type.

Study Rooms and Memory Lab are always free to use. No charge for room bookings by Individual Use / First Nations, Metis and Inuit Community Groups / Region of Waterloo and Township Programs.

Why do I have to fill out the Memory Lab Use Agreement when registering for the Memory Lab?

We have each person booking the Memory Lab fill out this form for a few reasons:

1. To make sure they understand the Terms and Conditions required to be followed when using the space.
2. To ensure patrons are aware they are using Third Party equipment and software, and the resulting privacy limitations.
3. To confirm, the need for a parent/guardian to be responsible for teens and children under age 18 using the space
4. To ensure, a parent/guardian will accompany and assist children 15 years and younger with the Memory Lab

What is the room capacity for each space?

How can I track my room bookings? 

You can see a list of your Room Bookings in My Reservations. From here, you can easily see all of your bookings plus whether or not library staff have approved them.

Why do I have to pick a room layout when booking a meeting room?

The room layout determines the capacity of the room. When you select a layout, our room booking system will tell you how many people you can have in that room at one time.

Why do I have to fill out a ‘Region of Waterloo Library Request for Room Reservation and Acknowledgement of Terms and Conditions’ form when booking a meeting room?

We have each person booking a meeting room fill out this form for two reasons:

1. To make sure they understand the Terms and Conditions required to be followed when using the space.
2. To confirm the cost of renting the meeting room if a fee applies.

Why is the library using DocuSign for the ‘Region of Waterloo Library Request for Room Reservation and Acknowledgement of Terms and Conditions’ form?