Room Usage Policies

Meeting Space Usage Policy

Preference for meeting room use is given to library programs, Friends of the Library groups, the Fort Vancouver Regional Library Foundation, and other FVRLibraries-sponsored activities. When meeting spaces are not being used by the library, they will be made available to community groups and other users.

Meeting Space Usage Policy

Availability

Reservations

Meeting rooms will be made available to the public on a first-come, first-served basis. Meetings must be free and open to the public. FVRLibraries does not allow private meetings or events except at the Vancouver Community Library on a limited basis.

Public Use

FVRLibraries provides meeting rooms to users without discrimination, regardless of the beliefs or affiliations of individuals or groups requesting their use. FVRLibraries endeavors to include a broad spectrum of opinions and a variety of viewpoints in library-initiated programs and exhibits.

Private Use

Private use of library facilities is offered only at the Vancouver Community Library, which allows some fee-based use of meeting rooms on a limited basis.

Before or After Hours Use

Some FVRLibraries facilities (Stevenson, Goldendale, Vancouver, and White Salmon) allow limited use of meeting rooms while the library is closed.

Conditions of Use

Set-Up and Take Down

Users are responsible for setting up and taking down any tables and chairs, and leaving the room in the condition they found it.

Equipment

Most FVRLibraries meeting rooms come equipped with some AV equipment and WiFi internet access. Check with the specific branch for details. In general, no staff assistance is available to set up AV equipment prior to meetings.

Clean Up

Users must clean up after their event and remove any excess trash. Failure to leave the room in good condition may result in loss of privileges for meeting room use.

Endorsement

FVRLibraries sponsorship of a program or exhibit does not constitute an endorsement of the content of the program or the views expressed by participants.

Admission Fees

Meetings and events must be without charge and open to the public. No products or services may be advertised, solicited or sold in library meeting spaces or on library property. In keeping with the mission of FVRLibraries, information may be distributed at no charge. The sale of works by presenters such as books, music or artwork will be allowed with prior approval. Collection of dues is permissible as part of the regular business of a non-profit organization.

Fundraising

Fundraisers to benefit the library, sponsored by the Friends of the Library groups, Fort Vancouver Regional Library Foundation, or other FVRLibraries-related organizations, will be allowed. When it furthers FVRLibraries’ mission to do so, the library may co-sponsor programs or exhibits with other agencies, organizations, institutions, or individuals, including those that require a fee for attendance for cost recovery purposes.

Age Limits

In some cases, the nature and success of a program may require a limited attendance based on age.

Alcohol

Alcohol consumption in FVRLibraries facilities is allowed only when it meets the following established criteria: proof of the LIBRARY named as additional insured on the organization’s policy, presence of a licensed bartender or a MAST trained server, and in compliance with all local and state laws. All events with alcohol must have the approval of the Executive Director.

Insurance

FVRLibraries may require proof of individual liability or special event coverage for some events. FVRLibraries does not assume liability for injuries to persons or damage to personal property that occur as a result of the actions of the sponsors or participants in events held in library facilities.

Damage

Users assume responsibility for any damage to FVRLibraries property resulting from their use of library facilities. FVRLibraries may assess charges for damage or other costs associated with use of the facility.

Cancellation, Denial, and Appeal

Cancellation

It is occasionally necessary for the library to cancel a reservation due to extenuating circumstances. Every effort will be made to give at least 24 hour notice. Groups needing to cancel are asked to contact the library as soon as possible to make the room available to others.

Denial

FVRLibraries retains the right to deny the space to any user whose planned use of the space does not comply with this policy.

Appeal

Appeals may be presented to the Executive Director for reconsideration. Violation of this policy may result in denial of future access to the space.

Administration

The Executive Director is responsible for the administration of this policy, for establishing administrative procedures and rules for its implementation and for making the policy available to the public.

Study Room Usage Policy

Fort Vancouver Regional Library District (FVRLibraries) maintains study rooms in as many of its facilities as possible to offer semi-private space for focused study and small group interaction.

Study Room Usage Policy

Availability

Study rooms will be made available to the public on a first-come, first-served basis.

Reservations

Advance reservations or walk-ins are both welcome.

Rooms may be reserved up to two weeks in advance.
Rooms may be reserved for up to two hours per day.
Rooms will be held no longer than 15 minutes past the time reserved.
Exceptions may be made on a case-by-case basis by a supervisor.

Conditions of Use

Study rooms are intended for use by individuals or groups. There is no promise of privacy or quiet in any space.

Equipment

Most FVRLibraries study rooms come equipped with power and Wi-Fi internet access. Check with the specific branch for details. In general, no staff assistance is available to set up equipment prior to use.

Clean up

Users must clean up after themselves, returning the study room to the condition in which they found it. Failure to leave the room in good condition may result in loss of privileges for study room use.

Fees

Study room use is free and open to the public. No products or services may be advertised, solicited or sold on library property.

Cancellation, Denial, and Appeal

Cancellation

It is occasionally necessary for the library to cancel a reservation due to extenuating circumstances. Every effort will be made to give at least twelve (12) hour notice. Users needing to cancel are asked to contact the library as soon as possible to make the room available to others.

Denial

FVRLibraries retains the right to deny the space to any user whose planned use of the space does not comply with this policy.

Appeal

Appeals may be presented to the Executive Director for reconsideration. Violation of this policy may result in denial of future access to the space.

Administration

Board Approval

Meeting Room Usage Policy

Approved: Original Policy May 6, 1991
Revised: June 11, 1992
Revised: February 10, 2003 (Policy name revised for easier indexing; formerly titled Public Use of Meeting Rooms)
Revised: June 14, 2004
Revised: February 7, 2011 (combined with the Programs and Exhibits, Library Initiated policy)
Revised: May 16, 2016

Study Room Usage Policy

Approved: Original Policy May 6, 1991
Revised: June 11, 1992
Revised: February 10, 2003 (Policy name revised for easier indexing; formerly titled Public Use of Meeting Rooms)
Revised: June 14, 2004
Revised: February 7, 2011 (combined with the Programs and Exhibits, Library Initiated policy)
Revised: May 16, 2016

Room Usage Policies

Meeting Space Usage Policy

Study Room Usage Policy

Board Approval

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