Meeting Space Usage Policy (jump to Study Room)
POLICY
Preference for meeting room use is given to library programs, Friends of the Library groups, the Fort Vancouver Regional Library Foundation, and other FVRL sponsored activities. When meeting spaces are not being used by the library they will be made available to community groups and other users.
PURPOSE
Fort Vancouver Regional Library District (FVRL) maintains meeting spaces in as many of its facilities as possible 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.
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. FVRL does not allow private meetings or events except at the Vancouver Community Library on a limited basis.
Public use
FVRL provides meeting rooms to users without discrimination, regardless of the beliefs or affiliations of individuals or groups requesting their use. FVRL 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. Click here for a full schedule of amenities and fees available at Vancouver Community Library.
Before or after hours use
Some FVRL 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 FVRL 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
FVRL 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 FVRL, 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.
Fund-raising
Fund-raisers to benefit the library, sponsored by the Friends of the Library groups, Fort Vancouver Regional Library Foundation or other FVRL-related organizations will be allowed. When it furthers FVRL’s 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 FVRL 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
FVRL may require proof of individual liability or special event coverage for some events. FVRL 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 FVRL property resulting from their use of library facilities. FVRL 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
The Library 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.
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, February 7, 2011
Revised May 16, 2016
Study Room Policy (jump to Meeting Space)
Purpose
Fort Vancouver Regional Library District (FVRL) maintains study rooms in as many of its facilities as possible to offer semi-private space for focused study and small group interaction.
Policy
Preference for study room use is given to library programs, Friends of the Library groups, the Fort Vancouver Regional Library Foundation, and other FVRL-sponsored activities. When study rooms are not being used by the library they will be made available to individuals and small groups. Study room users must adhere to all FVRL policies.
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 FVRL 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
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
FVRL 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.
Adopted by the Board of Trustees: May 20, 2019