Astoria
Public Library Meeting and Study Room Policy
Astoria
Public Library strives to create a warm, welcoming, and enjoyable environment
for our users, including spaces for the public to use for gatherings and
meetings. Although events sponsored by the Library and City of Astoria take
priority, we welcome all community members to use our spaces as long as they
follow the Library Rules for Use established by the City of Astoria.
Astoria
Public Library believes in upholding the principles of intellectual freedom and
is committed to equity and diversity. Use of the rooms does not constitute an
endorsement by the City of Astoria or by the Library of the viewpoints
expressed by participants.
Meeting
spaces and study rooms are available for use by community and not-for-profit
groups, and local businesses for programs of an informational, educational,
cultural, or civic nature, subject to this policy.
Study and meeting
rooms are available free of charge using the Library’s reservation system.
Cleaning and/or repair fees may be applied.
Study and Meeting
Rooms
For
individuals and small groups
The rooms
available for reservation include the following:
·
Study
room 005 (maximum occupancy 6 persons)
·
Study
room 006 (maximum occupancy 6 persons)
·
Media
room 007 (maximum occupancy 20 persons)
Rooms are
available during regular hours, from when the Library opens until 10 minutes
before closing. Study rooms may be reserved for up to one hour; the reservation
may be extended to a second hour if no one else has requested the room. There
is no charge to reserve study and meeting rooms. Rooms may be reserved up to 60
days in advance, for a maximum of two reservations per week.
Veterans Memorial Flag
Room
For large
groups and events
The Veterans
Memorial Flag Room is available for reservation for groups up to 76 persons.
·
The
Veterans Memorial Flag Room is available during regular hours, from when the
Library opens until 10 minutes before closing.
·
Reservations
may be made between three days and one year in advance.
·
Recurring
reservations, such as monthly meetings, may be scheduled for six months at a
time.
·
All
reservations are approved at the discretion of Library staff.
·
Cancellations
must be made by the user at least 48 hours prior to the reservation to receive
a refund.
·
Use
of kitchen must be approved in advance by sta..
·
The
following fee schedule applies to the Flag Room:
o
Free
for local non-profit groups, community-based organizations, private groups, and
governmental meetings.
o
$50
per hour for commercial entities and non-local non-profit groups,
community-based organizations, private groups, and governmental meetings.
o
Fees
are due before the start of the reservation.
o
These
fees do not apply to partnership programs which are cohosted by the Library.
o
A
deposit is not required. Charges will be assessed for any damage caused by the
user.
All Rooms
The
following rules apply to all uses of reservable Library rooms, regardless of
whether a fee is charged or not.
Reservations
and Access
·
Reservations
are made with Library employee assistance and are available on a first-come,
first-served basis. Rooms must be reserved in order to be used.
·
Rooms
are available during regular hours, from when the Library opens until 10
minutes before closing. Participants are expected to keep track of time
themselves.
·
Reservations
for the Media Room and Veterans Memorial Flag Room must be made by someone 18+
years of age.
·
For
use of the Media Room and Veterans Memorial Flag Room, a contact person must be
designated in order to complete the reservation. The contact person must be
present for the entire duration of the event and is responsible for checking in
with a Library employee at the beginning and end of the reservation, and for
ensuring that all room use policies are followed.
·
Cancellations
can be made by contacting the Library directly. Reservations will be held for
15 minutes past the reservation start time. If the user has not arrived by that
time, the reservation may be cancelled and given to another user on a
first-come, first-served basis.
·
The
Library reserves the right to cancel and/or reschedule reservations when
operationally necessary, including but not limited to accommodating
Library-sponsored programs and events.
·
Children
must be supervised at all times by a responsible person 14+ years of age.
·
Details
for available audiovisual (AV) equipment can be found on the Library
reservation site; digital projectors, screens, sound systems, webcams, and
basic HDMI cords may be available.
·
Users
should bring their own equipment outside of what is included in the room
description, such as specialized cables or adapters. As noted below, the
Library is not responsible for theft of or damage to any private equipment.
·
An
Assistive Listening Device is available at no cost and requires at least 72
hours’ notice for use.
·
City
of Astoria Departments, North Coast Library Cooperative staff, the Astoria
School District Administration, the Astor Library Friends Association (ALFA),
and the Library Board may reserve any meeting room free of charge up to one
year in advance.
·
City-sponsored
activities are exempt from all restrictions on use.
Rules for
Use
·
Users
must adhere to the Library Rules for Use. The Library retains the right to
monitor all meetings, programs and events conducted on the premises to ensure
Library policies are followed.
·
Uses
which would interfere with the Library’s operation by causing excessive noise,
a safety hazard and/or security risk are prohibited. The Library reserves the
right to cancel any reservation or immediately terminate any room use that
violates this limitation or any other applicable Library rule.
·
Users
may not market their event as a Library or City sponsored event, or indicate in
any way that the Library or City of Astoria endorses their organization or its
activities or beliefs. No organization may use the Library’s address as its own
organizational address.
·
Library
spaces may not be used for monetary solicitation, sale of items or services, or
fundraising activities. Admission fees may not be charged and commercial or
"for profit" use of Library spaces is not permitted.
·
Users
are responsible for their own setup and cleanup, including Library tables,
chairs, and equipment, and should add time to their reservation to do so. Rooms
are not available prior to the reserved start time and must be returned to
their original state and vacated promptly at or before the reserved end time.
·
Groups
using these Library spaces are responsible for returning the room(s) to the
condition in which they were found. If any damage has occurred or additional
cleaning is required as a result of a reservation, the Library will provide an
invoice to the responsible party regarding the costs, which may include cost of
labor, materials, and staff time for any replacement, repair or special
cleaning services incurred. If you have any concerns with the room’s condition
upon arrival, please report them to a Library employee before beginning your
reservation.
·
A
reservation authorizes your party to use the reserved room only. Permission for
use of the room is limited to the room itself and does not include common areas
such as hallways, the lobby, or other areas within the Library.
·
Users
are responsible for their own AV setup and use. Library employees are available
to assist with questions but are unable to provide AV support throughout the
duration of the reservation. Rooms with AV have setup and basic troubleshooting
instructions posted.
·
Food
and non-alcoholic beverages are permitted. The group using the room must
provide their own food and/or beverages as well as any associated kitchen
supplies, paper products and utensils. Unless otherwise permitted by written
approval from the Library, groups may not prepare food on Library property.
·
Tobacco
products, e-cigarettes/vaping products, and illegal substances are not
permitted on the Library’s premises.
·
Burning
of candles and incense are not allowed. Sterno cans may be used for catering.
·
No
materials may be attached to walls, ceilings, etc. No pins, tacks, staples, or
tape may be used.
·
The
user is responsible for injury or damage to any persons, equipment, or property
as a result of or otherwise related to their use of the room(s).
·
Unless
otherwise agreed to in writing by the Library, the Library does not provide
storage space for those reserving and using the room(s).
·
The
Library is not responsible for property theft or damage. Personal items should
not be left unattended.
·
Failure
to comply with this policy may result in immediate termination of the room use,
exclusion of individuals from the Library premises, and/or withdrawal of room
use privileges at the Astoria Public Library.
Library
Board Endorsement: October 7, 2025
Approved
by City Council:
Biannual
review due 2027
