Fort Vancouver Regional Library District
Meeting Space Usage Policy

Fort Vancouver Regional Library District (Library) maintains meeting spaces in as many of its facilities as possible. Meeting spaces, and the programs and events held in them, are intended to further the Library’s Mission: "Fort Vancouver Regional Library District provides gateways to ideas, information and community interaction."

This policy is intended to establish conditions for the use of Library facilities.

Friends of the Library groups, Fort Vancouver Regional Library Foundation and other Library-related organizations may also sponsor programs and exhibits in Library facilities. When meeting spaces are not being used by the Library or Library-related organizations, the spaces will be available to the public on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Section 1: All uses of library space

The following applies to all programs utilizing Library facilities and meeting spaces except as noted in Section 4 below:

The program must be open to the public.

No admission fees will be charged. No products or services may be advertised, solicited or sold in Library meeting spaces or on Library property. In keeping with the Mission of the Library, information may be distributed at no charge. However, the sale of works by presenters such as books, music or artwork will be allowed.

In some cases, the nature and success of a program may require a limited attendance based on age. In no case will attendance at a program be limited because the content of the program may be controversial.

Alcohol consumption in Library facilities is allowed only when it meets established criteria and procedures and upon approval of the Executive Director.

The Library 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.

Section 2: Uses by Library and Library-related groups

The following, in addition to Section 1 above, applies to programs initiated by the Library or a Library-related group:

Fund-raising to benefit the Library, sponsored by the Friends of the Library groups, Fort Vancouver Regional Library Foundation or other Library-related organizations will be allowed.

When it furthers the Library 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.

The Library endeavors to include a broad spectrum of opinions and a variety of viewpoints in Library-initiated programs and exhibits. Library sponsorship of a program or exhibit does not constitute an endorsement of the content of the program or the views expressed by participants, any more than the purchase of material for the Library collection constitutes an endorsement of the contents of the material or the views of its creator.

The Library also endeavors to offer a wide variety of programs for children, adults and families to appeal to the full range of interests and information needs of the community.

Section 3: Use by the general public

The following, in addition to Section 1 above, applies to use of Library facilities and meeting places by the general public:

The provision of meeting spaces for public use does not constitute Library endorsement of the beliefs or ideas expressed by organizations or individuals using the space.

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

The Library retains the right to deny the space to any user whose planned use of the space does not comply with this policy. Violation of this policy may result in denial of future access to the space.

Section 4: Special trial at Vancouver Community Library

The following applies only to the Vancouver Community Library:

Effective with the reopening of the Vancouver Community Library, the Library will rent meeting spaces for private events on a trial basis. This trial service will last up to two years and will be offered in the Vancouver Community Library only. The Executive Director or designee(s) is authorized to develop and implement procedures and a pricing structure for the service. Following completion of the trial, the Library Board will consider whether or not the service will be continued at this location and expanded to other Library locations.

Administration of this policy

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.



Board Approved: Original Policy May 6, 1991
Revised June 11, 1992
Policy name revised for easier indexing, 2/10/03 (formerly titled Public Use of Meeting Rooms)
Revised June 14, 2004
Revised and combined with the Programs and Exhibits, Library Initiated policy, 2/7/11