Description
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.
Community Room Details
Approximately 340 square foot room at the east end of the building, featuring an external exit as well as double doors into the library, and sink. The space doubles as a public art gallery. Because the building is not always staffed, a library card in good standing is required to gain access and there is video surveillance.
- Equipment: 4 rectangular tables, 28 chairs, sink
- After-Hours Access: Because the library is largely open via cardlock, if your event takes place when the library is closed, come to the library before closing and use your library card to gain entrance.
- Room Setup: The closet contains tables and chairs. We do not set the room up for you. You do not have to reset the furniture after using it. Please do not attach anything to the walls or windows.