The Region of Waterloo Library has great spaces that can be reserved by members of the community. Whether you need a quiet place to study or a place to meet with members of a group, we have a space for you.  Now you can reserve a space online before you come to the library! Learn more below.

Manage My Room Reservations

Reserve a Room

There are three options for room reservations:

• Study Rooms: These are small areas meant for one or two people. They provide a quiet space to study or work. You can reserve the 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 room reservations require a minimum of 72 hours' notice and completing some additional steps to finalize the room reservation.

• 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.

How to reserve 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 reservations will be approved immediately. Staff will contact you with additional steps when you reserve a Meeting Room or the Memory Lab.

OR

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

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

Room Reservation Frequently Asked Questions

Who can reserve a library space?

Anyone in the community over the age of 18 can reserve a library space! Please note teens and children under 18 years old have special conditions when reserving 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

What does Booking Type mean? 

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

Booking Type	User Description	Spaces available to reserve
Community or For-Profit Group	Any group that does not qualify as one of the groups listed below.	Meeting Rooms
First Nations, Metis, or Inuit Community Groups or Organizations	Community groups or organizations run by First Nations, Metis or Inuit peoples.	Study Rooms Meeting Rooms
Individual Use	One or two people who need a study space.	Study Rooms
Non-Profit or Charity Group (e.g. Service Club)	"Non-profit" refers to organizations who may carry on activities that may realize a profit; but those activities do not constitute the primary activity of the organization. Funds realized are used for the objects of the organization and not passed on to its members.  The Canadian Revenue Agency usually issues Non-profits a special Registration Number. The term “non-profit” is not applicable to an individual or government.	Meeting Rooms
Region/Township Government Program	Region of Waterloo or Township employees reserving space for Regional or Township business	Study Rooms Meeting Rooms
Memory Lab (users 18 years and older)	One or two adults who want to digitize old formats.	Memory Lab
Memory Lab (users 17 years and younger)	One or two individuals who want to digitize old formats. Children 15 and under must be attended by a parent/guardian.	Memory Lab

How much does it cost to reserve a room?

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

Booking Type	Meeting Rooms
Standard Room Rental Fee	$33.90 first two hours $16.95 each additional hour
Non-Profit or Charity Group (e.g. Service Club)	$22.60 first two hours $11.30 each additional hour

How can I pay for my room reservation?

Room reservations can be paid by cash or cheque in-person at any Region of Waterloo Library branch, or by credit card online from the link you will receive in your confirmation email.

Cheques should be made payable to the Region of Waterloo Library. 

 

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

We have each person reserving 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 branches have spaces I can reserve?

Branch	Meeting Rooms	Memory Lab	Study Rooms
Ayr Branch	Yes (1)	Yes (1)	Yes (2)
Baden Branch	Yes (1)	No	No
Elmira Branch	Yes (1)	No	No
New Dundee	Yes (1)	No	No
New Hamburg	No	No	Yes (1, note this is not an enclosed space)

What is the room capacity for each space?

Space	Max Capacity	U-Shape	Boardroom	Theatre
All Study Spaces (Ayr, New Hamburg)	2	N/A	N/A	N/A
Memory Lab	2	N/A	N/A	N/A
Ayr Meeting Room	44	25	25	44
Baden Meeting Room	24	19	19	24
Elmira Meeting Room	45	35	35	45
New Dundee Meeting Room	6	N/A	6	6

How can I track my room reservations? 

 

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

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

The room layout determines the capacity of the room. When you select a layout, our room reservation 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 reserving a meeting room?

We have each person reserving 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?

DocuSign is a convenient way to complete this form without our patrons making a special trip into the library. It is consistent with other similar practices at the library.

 Terms and conditions for RWL room use and reservations.