Mid-Columbia Libraries (MCL) provides free, reservable meeting rooms in branch libraries in support of our mission. For the purposes of this policy, “meeting rooms” are defined as large rooms that accommodate 20+ people. Smaller rooms for collaborative work or independent study are considered conference or study rooms and are not considered “meeting rooms” under this policy.
Events hosted or co-sponsored by Mid-Columbia Libraries (MCL) or MCL Friends groups are exempt.
This policy is applied uniformly to all individuals and groups, regardless of viewpoint, affiliation, or subject matter. Reservations must be made by MCL cardholders that are at least 18 years old. The individual making the reservation becomes the responsible party for the requested reservation.
I. Eligibility
1. Public Use
All activities must be open to the public. Private social events (e.g., birthdays, showers, receptions) are not permitted. Hosts cannot require membership dues, invite-only status, or restrict attendance based on viewpoint, ideology, or affiliation, consistent with First Amendment protections.
2. No Sales, Fees or Fundraising
All activities must be free of charge. Solicitation or collecting money in any form is prohibited, including admission fees, commercial transactions, sales of products or services, fundraising, donations, or signing contracts for future payment.
3. Political Activity & Legal Restrictions
Meeting rooms may be used for general political purposes, including information sharing, organizational meetings, election-issue forums, and multi-candidate events. Washington State laws prohibit the use of public facilities to support or oppose a specific candidate or ballot measure.
4. Non-Endorsement
Meeting room use does not imply endorsement; MCL’s name or logo cannot be used to suggest sponsorship.
II. Scheduling & Access
1. Reservations
Meeting rooms may be reserved up to two (2) months in advance. To promote equitable access, no group or individual may hold more than two (2) future reservations, per branch. Exceptions may be granted at the discretion of the branch manager. Availability and after-hours use vary by branch.
2. Library Priority
Library-sponsored programs receive scheduling priority. The library reserves the right to reschedule or cancel reservations as needed to accommodate its programs or events. When possible, affected groups will be notified in advance and offered alternative space.
3. Building Owner Restrictions
Building owners may impose additional restrictions, communicated at the time of reservation.
III. Use Requirements & Responsibilities
1. Supervision and Compliance
Meeting room usage must be supervised by a legally responsible adult. All attendees must adhere to MCL’s Customer Conduct Policy and comply with applicable laws, occupancy limits, and ADA accessibility standards. Library staff may enter at any time to ensure compliance.
2. Meeting Room Setup & Care
• All activities related to room use must remain fully inside the room.
• Materials may only be posted on designated tack boards. Nothing may be attached to walls, doors, or other surfaces. Outdoor signage may be restricted.
• Groups are responsible for setup, cleanup, and returning the room to its original condition.
• Refreshments may be permitted; surfaces must be cleaned and trash removed.
• Groups are liable for damage, excessive cleaning, repair, or replacement costs.
3. Equipment & Personal Property
Audiovisual equipment may be available and must be reserved in advance.
MCL is not responsible for personal property in the meeting rooms. Items may not be stored in the room outside of scheduled use. Exceptions may be granted at the discretion of the branch manager.
IV. Enforcement & Appeals
1. Suspension of Privileges
Noncompliance, damage or disturbance, or repeated failure to cancel may result in denial or suspension of meeting room privileges at the branch managers’ discretion. Previous use does not guarantee future use or priority.
2. Appeals
Appeals of meeting room denials or restrictions must be submitted via email to the Public Services Director within 14 days of denial or restriction. The decision from the Public Services Director is final.
(4/21/2026; 06/18/2019; 02/19/2013; 07/16/2007; 10/15/2001; 01/22/2001; Adopted 10/21/1996)
See also: Customer Conduct Policy