Pendleton Community Public Library Study and Meeting Room Usage Policy

The library provides the free use of its meeting and study spaces for the public. Each space has a unique atmosphere and a variety of accessories and technology. Depending upon the use of the room, some spaces may be more appropriate than others. The information below can help users select the room that will best suit their intended purpose.

The library has 7 rooms available on a first-come, first-serve basis. Rooms become available when the library opens and will be vacated 15 minutes prior to closing. These rooms are indicated on the floorplan in blue and are described below.

DOGWOOD ROOMS B AND C
Small study or meeting space with seating for up to 3 people. Equipped with USB wall mounts.

HAWTHORNE A
Seating for 1 person. Often used for exam proctoring. Equipped with USB wall mounts.

HICKORY ROOMS A, B, AND C
Small study or meeting space with seating for up to 4 people. Equipped with whiteboard and USB wall mounts.

TULIP B
Small children’s study or tutoring space with seating for up to 4 people. Located in the children’s department. Equipped with whiteboard table and countertop for light snacks.

The library has 3 rooms that can be booked between 1 and 7 days in advance. There is a repeat reservation limit of 5 times per week. Rooms become available 15 minutes after the library opens and must be vacated 30 minutes prior to the library’s closing. These rooms are indicated on the floorplan in red and are described below.

DOGWOOD A
Collaboration space with seating for up to 5 people. Equipped with 55” monitor, webcam, and soundbar; perfect for group Zoom meetings or online small group training. Includes conference table with integrated technology.

HAWTHORNE B
Small study or meeting space with seating for up to 4 people. Includes whiteboard and USB wall mount.

TULIP A
Small children’s family room which serves as a comfortable gathering spot for up to 5 people. Located in the children’s department. Includes small table for light meals and snacks.

The library has 1 space that can be booked between 1 and 90 days in advance. There is a repeat reservation limit of 4 times per month. Rooms become available 15 minutes after the library opens and must be vacated 30 minutes prior to the library’s closing. This rooms is indicated on the floorplan in green and is described below.

MAGNOLIA
Medium-sized meeting room that can accommodate up to 12 people, seated around a conference table with integrated technology. This room is equipped with a large whiteboard, 65”’ monitor, webcam, and soundbar. A hospitality station near the entrance welcomes meeting attendees with light refreshments, to be provided by the group utilizing the space. Additional equipment is available upon request and should be indicated at the time of the reservation. Reservable equipment is listed below.

The library has 3 spaces that can be booked between 3 and 90 days in advance. There is a repeat reservation limit of 4 times per month. Rooms become available 15 minutes after the library opens and must be vacated 30 minutes prior to the library’s closing. These rooms are indicated on the floorplan in purple and are described below.

SYCAMORE AB
Commonly referred to as the library’s community room, this space can accommodate groups up to 80 people, in lecture-style seating, or 40 people seated around tables. This room is equipped with a retractable projector screen, blackout shades, and a kitchenette. Additional equipment is available upon request and should be indicated at the time of the reservation. Reservable equipment is listed below.

SYCAMORE A
When the entire community room space is divided by a movable wall, this room encompasses the side with the kitchenette. It can accommodate 20 to 30 people, depending upon the preferred seating configuration.

SYCAMORE B
When the entire community room space is divided by a movable wall, this room encompasses the side with the windows. It can accommodate 30 to 40 people, depending upon the preferred seating configuration.

LIBRARY HOURS
Sunday – 1 p.m. – 5 p.m.
Monday – Thursday 9 a.m. – 8 p.m.
Friday – 9 a.m. – 6 p.m.
Saturday – 9 a.m. – 5 p.m.

HOW TO BOOK A ROOM
It is preferred that meeting room reservations are made online through the library’s app or website (https://pendleton.libnet.info/reserve). Reservations can also be made by phone.

AGE REQUIREMENTS
Whereas minors are welcome to use the reservable rooms, the individual making the reservation must be 18 years of age and is ultimately responsible for use of the room during the reserved time period.

FEES
There are no fees for use of the rooms. However, if rooms become damaged during use, or require additional cleanup by library personnel, there may be associated fees which will be charged to the person who made the reservation. For this reason, it is strongly recommended that those using a room check in with a staff member before leaving the facility. This is so the library can perform a quick assessment of the condition of the room and confirm whether or not fees will be charged. The organization and its representative shall assume full responsibility for any damages to the meeting room, fixtures, furniture, or equipment.

SET UP
Each room has furniture placed in a configuration commonly preferred for meetings. Library patrons are allowed to rearrange furniture to better suit their purposes. However, the room must be returned to its original configuration upon vacating the space. Failure to do so may result in fees. Library staff is not available to assist with furniture setup.

CANCELLATION POLICY
Rooms that require booking also require cancellation if the room will not be used during the reserved time. Failure to notify the library of a cancellation within 24 hours of the reservation start time, or excessive, repeated cancellations, may result in the forfeiture of future room reservations.

AVAILABLE EQUIPMENT
The library can provide certain types of equipment for patrons using the reservable rooms. Some equipment is limited to use in specific rooms, as indicated below. Equipment requests should be made when the room reservation is placed.
• coffee pot or Keurig (Magnolia and Sycamore rooms only)
• laptop computer
• microphone and speaker system (Sycamore AB only)
• portable overhead projector
• webcam
• whiteboard and markers

PARTIES / SHOWERS
The library’s rooms are not available for parties or showers.

FOOD / DRINK
Covered beverages are welcome in all of the rooms, as are snacks and light refreshments. Meals may only be served in the Magnolia, Tulip A, and Sycamore rooms. Patrons are encouraged to enjoy meals in the library’s café or at the countertop in the front lobby.

DISCLAIMER
Final decisions pertaining to the use of the rooms will rest with the Library’s Administration and Board of Trustees. In granting the use of any rooms, the library does not imply approval of the group, the meeting, or the ideas presented at the meeting. Any misrepresentation in this regard will result in the loss of future reservation privileges.

For meetings that welcome the general public, all promotional materials should state that “This event is not sponsored by the Pendleton Community Public Library.” Except as a designation of location, the library should not be listed or used as a contact.

Patrons using the library’s meeting and study rooms are subject to the overall policies of the library. This includes the Unattended Children Policy, Internet Acceptable Use Policy, and Patron Behavior Policy.

The library assumes no responsibility for personal belongings of persons attending meetings.

Library programs take precedence over all other activities. The library reserves the right to change, cancel, or revoke reservations for the meeting room, at any time, with due cause. Should this be the case, the library will make its best effort to provide as much advance notice as possible.

Adopted by the Pendleton Community Public Library Board of Trustees
October 11, 2023