Public use of large community rooms policy

In keeping with its mission, Multnomah County Library offers use of large community rooms to the public for educational, cultural, civic and recreational purposes, subject to the rules outlined below.

Multnomah County Library supports and endorses the American Library Association's Library Bill of Rights.

This policy addresses the use of large community rooms, which is defined as spaces that accommodate more than 12 people, and require an application and approval for use. Small and medium community rooms are not covered by this policy; for information on rooms for individual use or small groups see the Community room reservations page.  

Large community room use rules

1. Library or Multnomah County programs and sponsored events have priority in the use of large community rooms. The library reserves the right to reschedule confirmed community room reservations to accommodate library-sponsored programs and events.
2. Reservations of large community rooms may be made up to one month in advance. If your request is less than 72 hours away, please call the library during open hours to reserve. Use is granted on a first-come, first-served basis. Use of the large community rooms may be limited to once per month for each group, due to limited availability of large community rooms.
3. All community uses must be open to the public.
4. No admission fees may be charged or solicited. No donations of money or other property may be solicited or collected from the audience. No promotions or sales of services, products, merchandise, materials or other items are allowed. The Constitution of Oregon, Article XI, Section 9, precludes a government agency like the library from providing financial aid to private enterprise absent a clear public purpose.
5. Sales of services, products, merchandise, materials or items or solicitations for donations authorized pursuant to a library-sponsored program or event, or on behalf of the Friends of the Library or The Library Foundation, are permitted.
6. As described in number 4 above, commercial use of large community rooms is generally not permitted. However, a commercial entity or professional practitioner may use a large community room to provide an educational program open to the general public related to his or her field of expertise. In such a case, an educational opportunity offered by an expert provides benefit to the public. During such a program, no attempt may be made to sell, at the time of the program or in the future, a specific product or service offered by the entity or practitioner or any other commercial interest. Therefore, the individual or entity offering the program may not hand out business cards or brochures promoting any business, product or service and may not solicit personal information (names, addresses, phone numbers, etc.) from the program participants, either as part of a pre-registration process or during the program itself.
7. Musical recitals and individual practice sessions are not permitted. Rooms may not be used for birthday and anniversary parties, weddings, funerals, or other personal celebrations.
8. Large community rooms in locations that do not have quiet study rooms may not be reserved as "quiet rooms" but may be used as such on a drop-in basis if not in use.
9. Large community rooms are available during hours when the library is open. Patrons must leave the large community rooms 15 minutes before the library closes.
10. Light refreshments may be served, but groups may not prepare food on library property. Groups are responsible for cleanup.
11. In publicizing a meeting, event or activity to be held in a large community room, the sponsoring group must be clearly identified. Groups must not imply library sponsorship of their program or organization in their publicity.
12. With prior approval, groups may post signs in library-approved locations.
13. Tables and chairs are available at each location. No other equipment is provided. The group is responsible for setting up, rearranging, and taking down tables and chairs. Large community rooms must be left clean, in good repair and in the same condition as found. Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using large community rooms in the future.
14. The library is not responsible for theft of or damage to property brought into a large community room.
15. An adult age 18 or older must submit a reservation request for a large community room, and at least one adult age 18 or older must be present when youth groups use the large community rooms.
16. Each group is responsible for ensuring that attendance does not exceed the capacity for the large community room set by the library.
17. All groups, clubs, entities or individuals using a large community room must comply with these rules and with the Multnomah County Library rules. Failure to comply with the rules may lead to immediate termination of the use of the room, exclusion of individuals from library premises pursuant to the rules, and loss of future large community room use privileges.

Any applicant denied use of a large community room may appeal the denial in writing to the location services director. The director will review the application and respond in writing to the applicant.

Large community room use by other government agencies (e.g., city, county, state and federal)

The library makes its large community rooms available for use by other government agencies, or their contractors, when possible. Library and county programs and sponsored events have priority for use of large community room space, and demand by the public for the large community rooms may also affect how frequently large community rooms are available to other government agencies. Use by other government agencies is subject to the above rules, with some exceptions:

1. Reservations of large community rooms may be made up to four months in advance.
2. Meetings booked by other government agencies in the large community rooms do not need to be open to the public.
3. The library may allow government users to hold meetings open only to their own staff and without public attendance during hours the library is staffed but not open to the public.