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FVRLibraries Room Usage Guidelines

General Guidelines

  • Check-in: Stop at the desk when you arrive.
  • Cleanup: Build cleanup into your time; return the room to its original condition.
  • Children: Must be supervised at all times; cannot be left unattended.
  • Cancellations: Give at least 24 hours’ notice if you need to cancel. Repeated no-shows may result in loss of privileges.
  • Agreement: You must read and agree to the applicable policy when booking (Study Room Policy or Meeting Space Usage Policy).

Study Room Guidelines
Quiet space for individuals or small groups.

  • Reservations: Available same day–2 weeks in advance, in person or online.
  • Limit: One two-hour reservation per person per day.
  • Confirmation: Reservations are automatically confirmed.

Meeting Room Guidelines 
Free, public meetings/events only. Private events only in the Columbia Room (fees may apply).

  • Reservations
    • Online: Requests must be made 48 hours to 8 weeks in advance. (Vancouver Community Library requires 7 days to 8 weeks in advance).
    • In person: Allowed at any time. Required for requests less than 48 hours (most branches) or less than 7 days (Vancouver).
    • Same-day: In person only; limited to 2 hours.
    • Limits: One active reservation per person/organization; consecutive days allowed; recurring reservations not allowed.
  • Approval & Publicity
    • Requests are reviewed within 2 business days (7 for Vancouver). You will receive an approval or denial by email.
    • Wait for approval before advertising.
    • Use the library’s official branch name (e.g., Cascade Park Community Library, Goldendale Community Library, Vancouver Community Library).
    • FVRLibraries does not publicize your event.
    • Event materials may not imply sponsorship or use the FVRLibraries logo.
    • Flyers inside library buildings require staff approval.
       
  • After-Hours Use
    • Available only at Goldendale, Stevenson, White Salmon Valley, Yale Valley, and the Columbia Room (Vancouver).
    • For Goldendale, Stevenson, and White Salmon Valley: Individuals with after-hours bookings must pick up keys during open hours before the event
       
  • Special Use
    • Alcohol requires prior approval from the Executive Director, proof of insurance, and a licensed server.
    • Some activities (e.g., serving meals, performances, amplified music, fitness classes, large gatherings, or commercial activity) may require additional approval, restrictions, or proof of insurance.
    • Decorations, adhesives, open flames, or equipment setup may be restricted. Check with library staff before planning special activities.

Meeting Room Reservations

1. Making a Reservation

  • Rooms are available to the public on a first-come, first-served basis.
  • Request up to 8 weeks in advance and no less than 48 hours (Vancouver requires 7 days).
  • One active reservation per person/organization at a time.
  • Consecutive-day events are allowed if noted; recurring reservations (weekly, monthly, etc.) are not.
  • Same-day use must be scheduled in person and is limited to 2 hours.

2. Room Use Guidelines

  • Meeting rooms are for free, public use only. Private events (e.g., birthday parties) are not permitted.
  • For private events, the Columbia Room at Vancouver Community Library is available for rent.
  • Room availability and limits vary by branch—please check details before requesting.
  • Your reservation time must include setup and cleanup. Return the room to pre-event condition.

3. Policy Agreement

  • When submitting a room request, you’ll be asked to confirm you have read and agree with the Meeting Space Usage Policy found by clicking the terms & conditions link in the form.

4. Approval & Event Publicity

  • Requests are reviewed within 2 days (most branches) or 7 days (Vancouver). Wait for approval before advertising.
  • When promoting your event, use the library’s official branch name.
  • FVRLibraries does not publicize your event. Event materials may not imply sponsorship or use the FVRLibraries logo.

5. During and After Your Event

  • If your event takes place after hours, pick up a key before closing.
  • You are responsible for supervising any children—do not leave them unattended.
  • Please give at least 24 hours’ notice if canceling a reservation.

Cascade Park Community Room

1600 square foot room (50' x 30') accessed via the lobby or outside door. Windows line the north wall. The space doubles as a public art gallery.

Reservations may be requested up to eight weeks prior to the event and no less than 48 hours in advance. Multiple day (consecutive) requests are allowed; repeating (weekly, monthly, etc.) are not.

For same-day use, please schedule in person at the library. Same-day use is first come, first served and limited to 2 hours.

Equipment

  • 100 chairs
  • 10 rectangular tables
  • ceiling-mounted projector and screen with A/V
  • Video/audio cables
  • CD, DVD or VHS player
  • large, wall-mounted white board
  • free-standing podium
  • microphone
  • Wi-Fi
  • kitchenette with sink, microwave, and refrigerator
  • 4 electrical outlets concealed in the floor