How to Reserve a Meeting Room

In order to make a room reservation you will need to create a login, and set up your group. You can then request reservations, as well as view your requests to see if they have been confirmed. All requests, either online or paper, will be date stamped and processed in the order they were received.

Please note: You will need to make a reservation request for each date you would like to use the meeting room. For example, if your group meets monthly, then you will need to make a request for each of those monthly meetings.

Create a Login

To get set up for the first time, please create a login.
  1. To register, go to library.austintexas.gov/group/register
  2. Enter a user name that only includes letters, numbers, spaces, periods (.), hyphens (–), apostrophes (‘), or underscores (_). This is a username for you to log in and administer your group and its reservations.
  3. Enter your email address. We will only email you to let you know your meeting room request has been submitted and when the request has been confirmed or denied.
  4. Choose a password, and reenter the password to verify you typed it in the way you wanted.
  5. Click Create new account.

Register Your Group

Now you will need to register your group. If you have more than one group you represent, you will be able to create more than one group. 

  1. Enter the Group Name. If your group has an acronym, please put your full group name here.
  2. Enter the Purpose of Group. Please be descriptive about what your group does.
  3. Please read the guidelines and policies for using a meeting room at the Library, and then check the boxes to indicate you agree to the policies.
  4. Type your name in the Digital Signature field to indicate that you agree to the meeting room guidelines and policies.
  5. Enter your full name in the Group Representative section. Please include your first and last name. We will use the information in the Group Representative section to contact you about your reservations.
  6. Enter your 10 digit phone number.
  7. Enter a Website if your group has a site.
  8. Click Create a new group.

Request a Meeting Room

Now you are ready to request a meeting room. Please allow 5 business days for Austin Public Library staff to confirm your request.

  1. If you have just set up a new account and group, you will be on the Create Room Reservation form.
  2. Verify at the top of the screen the group you are making a reservation for. If you have more than one group you can use the Select another group link to change it.
  3. Enter a Topic. This is used to describe what your meeting is about.
  4. Enter the Expected Attendance. Please verify that your expected attendance does not exceed the capacity for the meeting room.
  5. Select a Location.
  6. If the location has more than one meeting room available, the please select which room you would like.
  7. Enter the Date and Time for your request. The request should be at least 5 business days from today's date. If you need a meeting room sooner, please contact the branch to see if they can accommodate your request.
  8. Click Submit request.
  9. A page appears showing the status of your request. A map showing the Library location. Your request will show as Awaiting confirmation. Your request will be processed within 5 business days.
  10. If conflict exists with another entry on the calendar, then check calendar for other possible dates, times or locations, and resubmit request. You will not be able to submit a request until the conflict has been resolved.
  11. If you’d like to request another reservation, please click the Add a Room Reservation link. Please note you can only make one request at a time. If your group meets monthly throughout the year, you will need to make a request for each monthly meeting.
  12. In the upper right hand of the screen is your user name. If you click your user name you will be able to view all your reservation requests, and check the status of those requests. You can also register a new group, and request a meeting room from this page.In the upper left corner of the screen is an Add content option. This will allow you to request another room reservation or choose a different group.

Edit an Existing Reservation

  1. If necessary, log in, library.austintexas.gov/group. After you login, you will see a profile screen that shows your reservations and the group(s) you created.
  2. If you are already logged in, click your username in the upper right hand corner of the screen. This will show you all your reservation requests.
  3. Click Edit for the request you want to edit.
  4. Make the desired changes and click Save. You may not edit a reservation that has been confirmed. Please contact the Library location where the meeting is held to change it. You may delete your request at any time.

Check the Status of a Reservation

  1. If necessary, log in, library.austintexas.gov/group. After you login, you will see a profile screen that shows your reservations and the group(s) you created.
  2. If you are already logged in, click your username in the upper right hand corner of the screen. This will show you all your reservation requests.
  3. In the Status column you will see the status of your request. You will receive an email when the status is changed.

Change or Update your Group Information

  1. If necessary, log in, library.austintexas.gov/group. After you login, you will see a profile screen that shows your reservations and the group(s) you created.
  2. If you are already logged in, click your username in the upper right hand corner of the screen. This will show you all your reservation requests.
  3. Click the group name you want to change.
  4. Click Edit in the upper right hand corner.
  5. Any field with an asterisk is required. Some fields might not have been visible when you created your group. Please enter this information now.
  6. Please make the Purpose of Group as descriptive as possible.
  7. We use the information in the Group Representative section to contact you if we have any questions. Please provide us with your first and last name, phone number, and if you’d prefer to receive email confirmations please enter an email address. Please provide us with a web site address if your organization has one.
  8. Click Save to save your changes.
  9. If you wish for someone else to be the group representative, please contact us, and we can switch your account to another person.