FAQs

Meeting rooms can be booked between 14-60 days in advance. Event spaces can be book 14-180 days in advance.

Any EPL customer with a valid library card can submit a request to book a room. Don’t have one? Sign up for FREE online or in person at any EPL location.

We’re always here to help so if the room you need isn’t available, contact us, opens a new window. Depending on the circumstances, there may be options we can explore. For example, your group might need a table and chairs, which could work in a quiet corner of the branch or our staff might be able to help you find other options in the neighbourhood.

We prioritize the delivery of library programs within our spaces, so frequent/recurring bookings may not always work. We ask returning customers to book a room no more than once per month.

Bookings are available for four or eight hours. We do not pro-rate our fees for shorter events. 

Our rooms are popular. When you reserve a space, please consider the amount of time you need, including time for setting up and cleaning up afterwards. As outlined in the contract, the facilities are booked “as is” with customers being responsible for both set up and clean up within the allotted time frame.

Room capacity is based on the number of people in the space, which changes if you plan on using tables and chairs. Capacity is outlined for every available meeting room to help you determine which room will accommodate your needs.

This part’s important: If you’re not sure about a space, come see it in person before planning your event. Most of our branches only have one meeting room. If you find it’s not suitable on the day of your booking, there may not be another option. If you need to cancel, please note we do not provide refunds for cancellations made within 48 hours of the booking start time.

Can’t visit ahead of time? Let us know and we’ll email you pictures of the space, so you can see it from different angles. For specific contact information, visit our locations page and choose your branch.

EPL offers not-for-profit programs a reduced rate as a part of our civic role to help Edmonton-based agencies and organizations.

If your organization is registered federally or provincially with a charitable organization number or federal tax number, you’re eligible. Please provide your proof of status (i.e. registered charity or not-for-profit number) when submitting your request. 

Rental rates are the same for all meeting rooms in all branches and include all furniture and/or AV as outlined on our website. Make sure you’re booking the right space to suit your needs. Customers are responsible for set up and take down of tables, chairs and other equipment within the four or eight hour booking.

Rates are higher for event spaces as they are larger rooms and come with more robust AV inclusions.

If any music will be played during a rental booking (either live or pre-recorded) the renter is responsible for securing the appropriate SOCAN and Re:Sound licenses and fees.

Yes, make sure you mention if you plan on having any of the below as part of your booking:

• Entrance or admission fees (ticketing).
• Alcohol (either hosted or cash bar).
• More than 100 people in attendance.
• Sales of goods or merchandise (other than books sold at author readings or book signings).
• Charitable fundraising activities (silent auctions, raffle tickets, galas, etc.)

There is an “Event Description” section on the booking form to provide other important details about your event or meeting. Missing or incomplete information may delay your booking.

Alcohol may be allowed in program rooms and event spaces. The following conditions apply:

• You must outline on the booking request if you intend to have alcohol as part of the event, and how you plan on providing it (i.e. free to guests or available for purchase)
• Alcohol sales are not permitted unless authorized by the Library.
• The use of any alcoholic beverages in the space must conform to regulations set by the Alberta Gaming & Liquor Commission. Customers responsible for procuring the proper license.
• Open containers must not leave the designated rental space and must be disposed of before leaving the space. Please note that EPL has a strict policy around intoxication in the Library during open hours.

You must present your liquor license if requested by EPL. Failure to do so may result in cancellation of your booking.

Catering is allowed in all of our branches and there is no exclusive provider. Remember to check with Alberta Health Services for Alberta’s Food Regulations.

We will review the request and provide a response within two business days. If approved, library staff will follow up with the facility contract and any questions about your booking. Once you have returned the signed facility contract, your booking will be approved and you’ll receive a confirmation email outlining next steps, including the link to pay online.

The following documents establish priorities and conditions of public use of EPL’s bookable spaces:

• Customer Conduct Policy, opens a new window
• Library Use Policy, opens a new window
• Meeting Rooms Board Policy , opens a new window
• Meeting Rooms Administrative Policy, opens a new window

If your booking has been confirmed, staff will send you a completed Facility Rental Contract to be signed and returned prior to the event. 

All event attendees are expected to abide by these policies so please make sure you are familiar with them before submitting your request.

That’s ok! You can pay in-person at any of our branches.

Once your booking is confirmed, you will receive a confirmation email with a link to pay online via credit card, through a secure payment portal. If you cancel the booking more than 48 hours before the start time of your booking, your credit card will be automatically refunded.

Things happen. Please use the cancellation email provided with the original room request to cancel your booking. Lost your email? Contact us.

Please note cancellation requests must be received a minimum of 48 hours in advance of the event to ensure a refund.

Very rarely, EPL may need to cancel or transfer a booking. If this happens, we’ll do our best to give as much notice as possible.