Community Room Use Policy
The Oregon City Public Library provides one large event/meeting space (the Community Room) on the first floor of the Library. While the Community Room is typically used for Library events, it is also available for use by community members as outlined below. There is no charge for use of the Community Room.
The Oregon City Public Library also provides a smaller Conference Room on the second floor of the Library for reservation and use by patrons. Please see the "Oregon City Public Library Conference Room Use Policy" for more information.
Additional, non-reservable, quiet study and reading space is available throughout the Library on a first-come, first-served basis.
Community Room Capacity
The standard maximum capacity of the Community Room is 50 people.
Capacity limits may be adjusted based on public health mandates or guidelines. Any such adjustments will be posted online and outside the Community Room. Library staff will make reasonable efforts to communicate any such updated capacity limits which may impact current reservation holders.
Types of Usage
Prioritization, availability, and restrictions on Community Room usage are based on the type of usage requested. Usage of the Community Room is categorized in the following ways:
- Library Usage - Any event, program, meeting, team-building or training session, or other operational or administrative use by or sponsored by the Oregon City Public Library, the Oregon City Public Library Board, the Friends of the Oregon City Library, the Oregon City Library Foundation, or the City of Oregon City. Library Usage is subject to restrictions on Social Usage and limited For-Profit Usage (see below).
- Local Government Usage - A public or private meeting or event by a State, County, City, Tribal, public education agency or district, special/service district, government agency, department, advisory body, governing body, or similar body/organization. Local Government usage is subject to restrictions on Social Usage and For-Profit Usage (see below).
- Neighborhood Association (NA)/Community Planning Organization (CPO) Usage - A general meeting or a meeting of a committee (established per organization bylaws) of an active NA recognized by the City of Oregon City, or a general meeting or meeting of a committee established per organization bylaws of an active CPO or Hamlet recognized by Clackamas County and located partially or wholly within the Oregon City Public Library Service Area (PDF). NA/CPO Usage is subject to restrictions on Social Usage and For-Profit Usage (see below).
- Community Usage - A public or private meeting or event by a non-profit organization, professional or trade organization, community or civic group, club, or private business. Community Usage is subject to restrictions on Social Usage and For-Profit Usage (see below).
Restricted / Prohibited Uses
- Social Usage - A public or private party, gathering, family event, celebration, or other primarily social event (regardless of the sponsoring individual/organization) which does not significantly or is not intended to contribute to the educational, cultural, intellectual, or civic improvement of the communities in the Oregon City Public Library Service Area. Social Usage of the Community Room is not permitted.
- For-Profit Usage- Any event or meeting for which an entry fee is charged, during which any fundraising or sales occur, or which promotes any product or any current or future service or event for which the promoter will or may realize a financial benefit. With the exception of Library-sponsored fundraising events by the Friends of the Oregon City Library or the Oregon City Library Foundation, For-Profit Usage of the Community Room is not permitted.
When reviewing requests for Community Room Usage, Library staff will categorize usage requests as above to determine Community Room availability. Staff will also gather information about the proposed meeting/event to determine whether or not it is consistent with this policy.
If an individual/organization does not agree with Library staff categorization and/or the interpretation or application of this policy, they may appeal the staff decision to the Library Director or the Director's designee. If an individual/organization does not agree with the decision of the Library Director or the Director's designee, they may appeal the decision to the Oregon City Library Board. The decision of the Oregon City Library Board is the final decision of the City on the categorization of a particular use.
Library Usage of the Community Room is prioritized over all other usages. The Library reserves the right to cancel any Community Room reservation if the space is required for Library Usage. Library staff will make reasonable efforts to give adequate notice of any cancellation.
Other requests are generally accepted and processed on a first-come, first-served basis. In cases where prioritization is necessary, the order of prioritization will be Local Government Usage, NA/CPO Usage, Community Usage.
Hours of Availability
Community Room hours of availability depend on the type of usage:
- For Library Usage, the Community Room may be used before, during, or after the Library's operating hours.
- For NA/CPO Usage, the Community Room may be used during the Library's regular operating hours. Meetings/events must be finished, and the Community Room cleared and returned to its default configuration no later than 30 minutes prior to Library closing.
- NA/CPO Usage may occur after Library operating hours, provided the NA/CPO completes and maintains after-hours usage certification. Any such after-hours NA/CPO Usage must be finished, the Community Room cleared and returned to its default configuration, and the Library secured and vacated no later than 10 pm (when the surrounding Library Park closes for public use). Please see the Library website for additional information.
- For Local Government or Community Usage, the Community Room may be used during the Library's regular operating hours. Meetings/events must be finished, and the Community Room cleared and returned to its default configuration no later than 30 minutes prior to Library closing.
Community Room Usage Guidelines
- Requesters must be 18 years of age or older to reserve the Community Room.
- If requesters qualify for a Libraries in Clackamas County (LINCC) Library Card, they must have a card in good standing (less than $25 in fines and fees, not blocked for any other reason) to make a reservation.
- If requesters do not qualify for a LINCC Library Card, reservations can still be made provided intended usage is consistent with this policy.
- A reservation is required for any use of the Community Room.
- Current reservation procedures may be found on the Library website.
- For non-Library Usage, Community Room reservation must be submitted at least 7 calendar days in advance, and up to 60 calendar days in advance.
- For non-Library Usage, users (and the organizations they represent) may request to use the Community Room as follows:
- Local Government or Community Usage: one reservation per calendar month.
- NA/CPO Usage: two reservations per calendar month.
- Confirmed reservations will be held for up to 15 minutes after the reservation time; if user(s) have not checked in within 15 minutes of the reservation time, reservations will be canceled automatically.
- The Library reserves the right to cancel any reservation. Advance cancellation notice is not guaranteed; however, library staff will make reasonable efforts to give adequate notice of any cancellation.
Community Room Usage
- Community Room users must abide by all Library Behavior Guidelines (available on the Oregon City Public Library website) and any applicable City/State/Federal public health and safety guidelines or policies.
- Use of the Community Room may be terminated at any time by the Director or by designated Library staff in response to any violation of the Library Behavior Guidelines, and/or any use that is unsafe, abusive, or dangerous to the building, materials, exhibits, furnishings, equipment, or individuals.
- For all non-Library Usage, organizations may not use or distribute the Library's phone number or email address for publicity or meeting/event administration, nor in any way imply endorsement or co-sponsorship of events/meetings by the Library. Signage promoting any non-Library Usage may be submitted to the Library for posting consideration per the Library's Community Information and Bulletin Board Policy. No signage may be placed on the exterior of the Library building, on any Library property, or in Library Park (see Oregon City Municipal Code 15.28.100(3)(d)).
- Users are responsible for meeting/event setup and clean up.
- Light refreshments (such as cookies, crackers, pastries, sodas/water, coffee/tea, or finger food trays) or boxed lunches may be served. With the exception of Library Usage, on-site cooking, food preparation, or buffets or other catered events are not allowed.
- Clean up is the sole responsibility of the user. Users, as well as the organization(s) they represent, may be denied future use of the Community Room if it is not satisfactorily cleaned and returned to its default configuration.
- For non-Library Usage, Library staff are not available to assist with transporting meeting materials from parking areas to the Community Room. Meeting materials or other property may not be stored in the Community Room prior to or after usage.
- For non-Library Usage, staff are not available to set up the room, serve refreshments, greet or coordinate the arrival of meeting attendees, or answer any inquiries regarding the event/activity.
- For non-Library Usage, Library staff are generally not available to assist with moving furniture, setting up the room, or providing meeting supplies or equipment. Please see the Library website for additional information.
- Some audio-visual equipment and meeting technology are available. Please see the Library website for the most up-to-date list. Prior to the use of any Library technology or equipment, the user must schedule and complete a short training session and demonstrate competence in use of any audio-visual/technology equipment.
- Limited support for audio-visual/technology equipment is available during meetings. There is no guarantee that staff will be able to correct any audio-visual or technology issues.
- Any intended decoration of the room must be indicated at the time the reservation request is submitted. Limited signage or decorations on walls, woodwork, windows, or furniture are permitted, as long as the tape or adhesive used removes cleanly and does not mar surfaces. Any decoration which presents risk of significant damage or excessive cleaning efforts (in the sole judgment of Library staff) is prohibited. Such prohibited decorations include (but are not limited to) glitter, confetti, burning candles, incense, open flames, or any decoration or signage affixed using nails, thumbtacks, or staples.
- Library staff or designees/representatives may enter the Community Room at any time and on any occasion.
Community Room Reservation Requests
Please refer to the Library website for current instructions on submitting a request to use the Community Room.
- The person reserving the room will be required to sign an agreement assuming all liability for damage to or theft of City property as assessed by the City by any member of their group during the reservation time period.
- The City assumes no responsibility for materials, equipment or any other article left by any organization, group or individual in the Library and will not be liable for loss, theft, or damage thereto.
- The Library neither approves nor disapproves of content, topics, subject matter, or points of view of individuals or groups using the room.