Meeting Rooms
| BOOKING TYPE Book at least 7 days in advance; Book fewer than 30 days in advance for recurrent monthly events | NonProfit, Civic, or Charitable Groups & In-District Members | Other Organizations & Out-of-District Applicants | Tutors |
|---|---|---|---|
| COMMONS @ Laura’s Private use –> 30-100 people | $100/hour | $200/hour | N/A |
| COMMONS @ Laura’s Outside of library hours Private use –> 30-100 people | $100/hour plus security fee plus $250 deposit | $200/hour plus security fee plus $250 deposit | N/A |
| Additional fee if serving food | $50 | $50 | N/A |
| COMMONS @ Laura’s Shared use (other people may be in the room) | Free; max 30 people; No fees or fund-raising allowed | N/A | Groups of 1-3 if the room is not in use; no booking required |
| GATHERING ROOM @ Westbank Shared use(other people may be in the room) | Free; max 20 people; No fees or fund-raising allowed | N/A | Groups of 1-3 if the room is not in use; usually reserved for tutoring 4-6pm Mon-Thur |
| MACKLIN ROOM @ Westbank Private use –>2-8 people | Free up to 2 hours; No fees or fund-raising allowed | N/A | N/A |
| Drop-in use (no booking) As available – ask at the desk on the day | Free up to 2 hours; No fees or fund-raising allowed | Free up to 2 hours; No fees or fund-raising allowed | May meet in open spaces if not disturbing to others |
Policy Please read our Meeting Room Policy. Any issues not covered in library policies or these rules will be resolved in discussion with the Programs Manager, the Director, or the Associate Director.
Booking a room Meetings or events must be booked at least 7 days in advance. If your meeting is fewer than 7 days from now, you may call or drop-in on the day of the meeting and ask if there is an available space for you.
Recurrent meetings Because of high demand, library meeting spaces are generally not available for recurring or frequent meetings (more than once in a month). Recurrent meetings may not be booked more than 30 days in advance.
Responsibilities of applicant The group or individual reserving a meeting room is responsible for setup and clean up. No furniture may be moved into a meeting room from elsewhere in the library. No decorations may be attached in any way to walls or ceilings. The group or individual reserving a meeting room is responsible for any damage to library property, any property left behind, and the re-keying of locks if library keys are lost.
Additional costs Beyond room rental fees, meetings held outside of library hours or involving the serving of alcohol require the presence of an approved security guard ($45/hour, $180 minimum) and the placement of a deposit to cover potential damages. A $50 fee is charged if food is served. Additional hourly charges accrue if an event lasts more than 15 minutes beyond the time booked.
Using the library There is no smoking allowed on library property and no vaping within the library building. Amplified music is not allowed during library hours, and it is limited to 80 decibels after hours. All events must conclude by midnight.
Cancellations Westbank Libraries reserve the right to cancel or re-schedule an event in case of emergency or unforeseen circumstance. An applicant who cancels an event at least 3 days in advance will receive a refund of any deposits.
Required notice Meetings scheduled under these rules may not imply sponsorship by Westbank Libraries. Library phone numbers may not be given out in relation to such meetings. The following disclaimer is required on all publicity for events hosted by non-Library groups: This event is not affiliated with or sponsored by The Westbank Community Library District.
- Easels and lecterns are available for use. Some spaces have whiteboards and privacy panels.
- Meeting rooms have tables and chairs suitable for most meetings. Please let us know what you need.
- We have free wifi.
- All meeting rooms have wall-mounted TV monitors. The library can supply cables upon request, but presenters should bring their own laptop and connectors or adapters to connect to HDMI. We also have Chromecast for wireless screen casting. We recommend presenters arrive at least 15 minutes early to resolve connectivity issues.
- Both libraries have outdoor spaces suitable for informal meetings by small groups.
