Administrative Policy #10.09 - Library Meeting Rooms
Purpose
To govern public use of Corvallis-Benton County Public Library meeting room spaces.
Scope
Applies to all users of meeting rooms at the Alsea Community Library, Corvallis Public Library, Monroe Community Library, and Philomath Community Library. This policy does not apply to study room spaces.
Policy
When the meeting rooms are not being used by the Library or other approved partners (see Appendix A), then the Library will open the space to all persons or groups for reservations consistent with all local, state and federal laws, and the Library's Code of Conduct.
Use of Facility
a. Reservations may be made no more than six months in advance. Advance notice of at least twenty-four hours is required to cancel a reservation. Failure to cancel room reservations in advance, especially repeated offenses, may result in a suspension of the ability to reserve meeting rooms. Depending upon location, rooms may have limits to how many times they can be rented by the same group (see Appendix A).
Fees must be paid prior to the reservation. Fees are listed in Appendix A. Fees and other restrictions do not apply to the Library’s list of approved partners.
b. After a reservation is made, the reservation point of contact will receive a confirmation by email (or printed, upon request) with information regarding room use. Room keys may be picked up no more than 72 hours prior to the reservation date, though exceptions may be made as needed. When payment is required, fees must be paid prior to keys being issued.
c. A list of procedures that must be followed will be provided by email (or printed, upon request) and the person making the reservation must ensure compliance.
d. Use of the facility and Library-owned equipment is self-service. Library staff are not available to help with equipment or furniture set-up or take-down. There are no guarantees that Library-owned electronic equipment will be compatible with personal electronic equipment. Users are encouraged to test their equipment before their reservation. This may be done by scheduling a time prior to the reservation, free of charge. This service may not be available in every location.
Users are responsible for returning the meeting rooms to the default chair/table setting.
e. Except for approved partners, facilities will not be available for reservations where money for goods or services are exchanged. This includes, but is not limited to, admission fees, fundraisers, donation or tip jars, or sales of any kind.
f. The Library will post a sign in all meeting rooms with a disclaimer stating that the Library does not endorse any goods or services, makes no representation as to the accuracy of the information provided, and assumes no liability for the quality or safety of any goods or services which may be the subject of the reservation.
g. Not all library meeting rooms are designed for the cooking of meals. No alcoholic beverages may be consumed or served on Library premises.
h. The use of meeting rooms will conform to all local, State, or Federal laws. State law prohibits smoking and vaping in all facilities.
i. Users will assume responsibility for cleaning up and for any damage to Library property or the facility. No food or other items may be left in the meeting room or kitchen. Trash or recyclables that do not fit into the provided receptacles must be removed by the user. The Library may assess charges for any damage or extra cleaning. The Library assumes no responsibility for personal belongings.
Goals
Meeting room spaces for use by the public for meetings and other events are provided as a service to the community. The Library makes meeting rooms available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
The cooperation of all meeting room users in following this policy contributes to community well-being in the management of this shared community resource.
Guidelines
The Corvallis-Benton County Public Library is guided by the following American Library Association statements on access to information:
a. The Library Bill of Rights
b. Interpretation of the Library Bill of Rights: Meeting Rooms
Review/Update
The Library Director will prepare this Administrative Policy for review as needed for City Manager approval.
Last reviewed: 05-2025
