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 libraryreservations@cityofsanmateo.org 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 rental use during the following hours, which must include any set up and clean up time for your event:
  • Monday - Thursday: 8:30am - 8:45pm
  • 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.

Parking

 
Parking in the Main Library garage is limited to 2 hours Monday – Saturday from 8am - 6pm. Parking tickets will be issued to violators.  View Parking FAQs and suggestions for alternate parking and transportation options.

Application & Rental Policy Process


  1. Download and complete Meeting Room & Facilities Rental Application Packet (PDF fillable form). This packet includes:
    1. San Mateo Main Library Meeting Room Application & Facilities Rental Policy
    2. Technology Services Request Form
    3. Closing & Sign Out Checklist
    4. Room set up examples
    5. Meeting Room General Information Sheet (a printer friendly version of the information listed below)
  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, include the Technology Services Request Form. Reservations will be considered on a first come, first served basis up to three months to the date in advance. If this date falls on a Saturday, Sunday, or holiday, when the Administration Office is closed, reservations can be made on the next day that the Administration Office is open. In the event of simultaneous reservation requests, applications submitted in person to the Administration Office Monday - Friday, between the hours of 10:00am - 5:00pm will receive priority over applications submitted by fax, email, or U.S. mail.
    1. For email returns, scan and email the signed documents to libraryreservations@cityofsanmateo.org and call (650) 522-7802 to provide credit card information.
    2. For fax returns, send to (650) 522-7801 and call (650) 522-7802 to provide credit card information.
    3. For U.S. mail returns, send payment with the signed application packet to San Mateo Public Library, Attn: Administration Office, 55 W. Third Ave., San Mateo, CA 94402.
  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.

Maximum Occupancy

Room Approx. Dimensions (in feet)
Square Footage (in feet)
Theater Style
Classroom Style
Discussion Style
U-Shaped Banquet Style
Oak 32 x 30
960 142 60 48 40 100
Laurel 21 x 24
504 36 27 24 16 22
Cedar 10 x 15
150 24 18 16 12 18

Private Rentals

Room Resident of San Mateo or Hillsborough
Non-Resident of San Mateo or Hillsborough
San Mateo City Business
Non-San Mateo City Business
Oak $110/hr $165/hr $165/hr $245/hr
Laurel / Cedar
$80/hr $110/hr $165/hr $245/hr

Non- Profit Rentals

Room 501(c)(3) IRS Status
Oak $165 for 1st 4 hours + $25 for each additional hour
Laurel / Cedar
$85 for 1st 4 hours +  $15 for each additional hour
Music Recitals in the Oak Room

$120 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 $255 for the Laurel or Cedar Rooms.

Additional Amenities


The following amenities are available to enhance use of the community meeting rooms:
  • A/V equipment: $35/meeting - Review Technology Services Request form for equipment details.
  • Conference phone: $35/use
  • Catering Services: provided onsite by 3 Bees Café - (650) 348-3053 or (415) 810-3889
  • Stage rental
    • Single (8' wide x 6' deep x16" high): $135 per use
    • Double (16' wide x 6' deep x16" high): $190 per use

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.