City of Tigard > City Hall > Services > Room Reservations

Tigard Public Library Meeting Rooms

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Library Meeting Room Availability:
The Community Room is available for rental Monday through Sunday, 8:00 a.m. to 10:00 p.m. The Conference Room is available for rental during normal Library business hours.

Please contact the Room Reservation Coordinator by email at jillb@tigard-or.gov or by phone at 503-639-4171 to check room availability.

About the Rooms:
The Community Room is approximately 3,000 square feet and seats 160 people. Forty 2-person tables and 160 chairs are provided and allow for flexibility in the room's set-up configuration. Fabric wall coverings allow temporary display space and can be used to facilitate meetings. A hard-surface "stage" floor at the front of the room accommodates performances. The pantry allows users to provide food and beverage within policy guidelines. A refundable cleaning/security deposit is required for all reservations.

The Conference Room is approximately 400 square feet and seats 25 people. The room has a conference table, 25 chairs, white board and projection screen. The room is suitable for meetings and classes that will not be disruptive to other Library users. A refundable cleaning/security deposit is required if you are having a party, reception, potluck or meal.

Making a Reservation

All reservations require submission of a Tigard Library Room Use Application.
The minimum reservation period is two hours. Include time in your reservation request for both set-up and clean-up.
To meet deposit and rental fee guidelines all reservations must be made at least ten (10) business days prior to the event.
Reservation requests will be "tentatively" held for ten (10) business days from the date of the room use request. After the ten (10) day period, tentative reservations will be released and the room made available to others.
To complete the reservation process, the application and rental fee must be submitted to the City within the ten (10) day tentative reservation period.
A $100.00 refundable security deposit is due ten (10) business days in advance of the rental date.
Applicants must be 21 years of age or older.

The City reserves the right to assign a meeting to the room best suited for a user's needs. For example, a meeting of 15 people will be assigned to a conference room rather than the Community Room.

Rental Fees
The rental rates shown are hourly rates. Fees charged will be based on � hour increments. Please see the "Group Classifications" to determine which fee category is applicable.

Pantry access includes: access to a microwave, refrigerator, dish washer, sink and counter space. The pantry may be used as a staging area to serve food. Due to health code restrictions, food preparation is not allowed within the facility.

Area	Capacity	Group 1	Group 2	Group 3
Community Room	160	$25/hour	$40/hour	$50/hour
Community Room Pantry - All Groups: $5/hour
Library Conference Room (2nd Floor)	25	$5/hour	$10/hour	$15/hour

Group Classifications
The Library, other City business, and governmental agencies have priority room use. For the purpose of scheduling all other events and determining fees, groups will be classified as shown below:

Group 1

Tigard Residents and Non-profit Organizations
For purposes of determining group classification, a resident is defined as:

-	A person who resides or owns property within the city limits of Tigard.
-	A business whose office is located within the city limits of Tigard and the business has paid their current business license fee. Individuals who are employees of a business located within the city limits of Tigard, but do not reside or own property within the city limits, are not considered Tigard residents.

Group 2

Profit Events by Tigard Residents
A profit event is defined as one that promotes a for-profit business. A profit event may include an event in which an entrance fee is charged; or where merchandise is offered for sale; or where future business will be solicited by a speaker or through literature available at the meeting.

Group 3

General Public
Individuals and profit organizations located outside of the city limits of Tigard.

The City's goal is to allow as many different groups as possible an opportunity to use the facilities. One time room use may be reserved up to six months in advance of a function. Recurring room use may be reserved up to one month in advance.

Security Deposit
A refundable security deposit of $100.00 is required for all Community Room reservations. The deposit is due a minimum of ten (10) business days in advance of the rental date.

The security deposit may be refunded under the following conditions:

The facility is clean and in good condition and the following has been done:
1. wood covered floors swept;
2. carpeted areas vacuumed;
3. all waste emptied into garbage containers;
4. tables and chairs cleaned and returned to the original set up;
If the pantry is used:
1. linoleum covered floors are swept and stains removed;
2. sink is clean and garbage disposal ran;
3. counter tops are wiped clean;
4. refrigerator is clean and empty; and
5. dishwasher is empty and outside wiped clean.
The City is unable to furnish cleaning supplies, mops or brooms. Please plan to bring your own supplies. A vacuum cleaner, located in the storage room, is provided for your use.
The facility and equipment is left undamaged.
The room, and if appropriate, building is secured and the key and Checklist for Meeting Room Users are turned in to the Police Department by the ending time indicated on the room user's room use application.

The room user may also be liable for:

Repair or replacement of equipment or facilities damaged during use.
Replacement of locks and keys, in the event keys are not returned.
Additional expenses incurred by the City to clean room(s) if not left in the same condition as found. (May include shampooing carpets.)

The Administrative Services Manager will determine the amount of the security deposit to be refunded based on the applicant's checklist, input from the City's maintenance department and input from Library personnel. If any of the deposit is kept by the City, a listing of how the deposit was applied will be provided to the room user. Deposits will be refunded within three weeks of the event or within three weeks of cleaning or repairs being completed.

Miscellaneous Guidelines:

The person signing the room use application is required to be present at the event and is responsible for the group's activities. The City requests that a second adult also be authorized, in the room use application, to pick-up the building key from the Police Department. Police Staff can release the room key no more than 15 minutes prior to the reservation time.
Functions must not violate City of Tigard ordinances or state statute.
Smoking is prohibited within the Library and courtyard. Smoking is allowed in the plaza entry.
Rental of the Community Room is for the room and/or pantry only. The courtyard and lobby may not be used for the event.
Use of candles or other flammable material is prohibited.
Materials may be attached to walls in designated tackable surfaces by T-pin or push-pin. Painted walls are not designated areas.
Please do not use glitter for decorating. Helium balloons may be used, but if they escape and city staff is required to retrieve them, you will be charged.
Beverages are allowed, however, dark juices are not. (Dark juices are prohibited because stains are difficult to remove from the carpet.)
Alcohol is not permitted in or on the premises of the Library.
Caterer carts are not to be taken through the lobby. A side entrance, by the pantry, is available for entering. The room user must be present and is responsible for opening the door by the pantry for the caterer.

Courtesy to Library Operations & Patrons:
The Library will be open for business during most scheduled functions. User functions may not disrupt Library activities or patrons. The Library Director or designee may terminate any function that is disruptive to the Library's operations. If a group is asked to leave the building during a function, because of a failure to follow the room use policies, the group's rental fee will not be refunded.

City Liability:
All groups or individuals using City rooms agree to take appropriate measures to protect, indemnify, and defend the City, its elected and appointed officials and all employees against any and all claims as a result of persons attending any function at the facility. This provision includes any expenses incurred by the City defending any such claim. The City, its elected and appointed officials and all employees will not be held responsible for any lost or stolen articles as a result of persons attending any function in the building.

Cancellations:
Please submit cancellations, in writing, no less than 48 hours prior to the scheduled event. A $10.00 service charge will be retained for each cancellation.

All efforts will be made to keep the room schedule intact; however, the City retains the right to cancel or relocate a function upon fourteen days notice.

Submitting an Application
The application, room use fee, and security deposit may be mailed, or delivered to the City of Tigard, 13125 SW Hall Blvd., Tigard, OR 97223. Payment of the rental fee and security deposit may be made by cash, check, Visa or MasterCard. Visa and MasterCard payments are accepted at the City Hall counter or in writing by submitting the City's Credit Card Authorization form.

If you have any questions, please contact the Room Reservation Coordinator by email at jillb@tigard-or.gov or by phone at 503-639-4171.

Download Tigard Library Room Use Application