Important Information

First, read the library meeting room policy below. Then click on the "Agree" link at the bottom to be connected to our Web-based room reservation site. 

Reservations are tentative until approved by library staff. If you do not receive a confirming email within several days, your reservation may not have been submitted properly and you should contact the library at 503-615-6500.

Library Meeting Room Locations

• Main is at 2850 NE Brookwood Parkway, Hillsboro, OR 97124-5327
• Shute Park is at 775 SE Tenth Avenue, Hillsboro, OR 97123-4798

There is one public meeting room available at the Main Library and another at the Shute Park Branch Library. These meeting rooms are primarily intended for the library's use and for programs sponsored or co-sponsored by the library. As a community service, these rooms may also be used by nonprofit community organizations when not needed for library activities.

Policy

Use of the meeting rooms does not constitute an endorsement by the City of Hillsboro or by the library of the viewpoints expressed by participants in the program or meeting. All publicity shall carry the name of the organization sponsoring the program or meeting. The Library shall not be identified or implied as a sponsor.

• Public meeting rooms may only be reserved by non-profit organizations. There is no charge for use of meeting rooms.
• Rooms may not be used by the public for private social events such as birthday parties or wedding or baby showers.
• Gatherings in these facilities are considered open, public meetings that anyone may attend.
• The meeting rooms are available on a first-come, first-served basis only during regular open hours of the library.
• An organization may have a maximum of two reservations at one time.
• Reservations may be made up to three months in advance and should be made at least 24 hours before intended use.
• Groups holding reservations must notify the library at least two days in advance of any cancellation.
• Requests for using the rooms will by made using the library's online application form. The organization representative will receive confirmation when approved. The meeting rooms will not be considered "scheduled" until confirmation is sent.
• Groups are responsible for their own set-up/clean-up of tables, chairs, and equipment and should allow time needed for this in their reservations.
• Groups using the meeting room must abide by the Rules of Behavior in the Hillsboro Public Library except that light refreshments may be served.
• The library retains the right to use the meeting room for its own purposes at any time and will give reasonable notice if it is ever necessary to cancel or change a reservation.
• Reserved meeting room use is not allowed to serve as a platform to generate income for any group or individual. No exchange of monies is allowed in connection with, prior to, during, or as a result of any events held in library facilities or on the premises. Four exceptions are noted below:
• Library-sponsored programs which garner funds to support the library are allowed.
• Piano teachers are allowed to reserve the meeting room for student recitals (at Main only).
• The Friends of the Hillsboro Public Library, the Library Foundation of Hillsboro, City of Hillsboro Departments, AARP Tax Aide and Portland Community College are allowed to charge fees and/or to have more than two reservations at one time.
• Meeting room use by tutors and their students are allowed under certain circumstances. The meeting rooms may not be reserved for private tutoring or study sessions. However, if a meeting room is not in use when a tutor/student(s) arrive at the library, the tutor/student(s) may use the meeting room with the knowledge that:

• they are expected to abide by all policies established for meeting room use, including cleaning up and vacating the room before any scheduled groups arrive, and
• other drop-in groups or other drop-in tutor/student(s) will be allowed to use the room at the same time, and
• the tutor/student(s) may be asked to leave the meeting room if library staff/volunteers need use of the room.
• All groups must enter and exit through the front door except in emergencies.
• Attendance will be limited to the room capacity posted by the Fire Marshall.
• Smoking or alcoholic beverages are not allowed.
• Red or dark-colored punch is not allowed.
• Candles or any fire-lighted materials are not allowed.
• Activity involving and/or causing abnormal wear and tear on any part of the facility is not allowed.
• Paints, stains, adhesives or similar materials are not allowed.
• Children must be supervised by an adult.
• No non-emergency library telephone usage is available.
• Storage for meeting materials is not available for groups or individuals.
• The piano (at Main only) must be covered with the protector when not in use and should not be moved.   Patrons not having arranged for the use of the piano must not uncover or play the piano.
• Other musical instruments or other activities which may create noise, including singing or whistling, are not allowed in the meeting rooms unless they are part of a program sponsored by the library.
• Fire regulations prohibit the set-up of chairs or tables in the north wall corridor at Shute Park or near the meeting room exit at the Main Library. These are fire escape routes.
• Behavior deemed disruptive, disturbing, or contrary to library policy is not allowed.
• All groups are expected to put away chairs and tables and leave the room clean. (Two tables and four chairs are to be left set up.)
• The representative shall be in charge of restoring the meeting room and equipment to its proper order. If any damage occurs, the representative will be assessed full charges for repair and/or clean-up costs.
• The representative will remain on the premises and maintain supervision during the time the group has reserved the meeting room.
• The representative for the group must be at least 21 years of age.
• Youth groups must have ratio of 1 adult (21 years of age or older) to a maximum of 10 youths on the premises at all times.
• The representative for the group will be responsible to see that the group adheres to Oregon Revised Statute 659A.403, which states: All persons within the jurisdiction of this state shall be entitled to the full and equal accommodations, advantages, facilities and privileges of any place of public accommodation, without any distinction, discrimination or restriction on account of race, religion, sex, marital status, color or national origin; (2) It is an unlawful practice for any person to deny full and equal accommodations, advantages, facilities and privileges of any place of public accommodation in violation of this section.
• In consideration for the use of a meeting room, each organization or individual agrees that it will pay for all damage to any property of the City of Hillsboro resulting directly or indirectly from the conduct of any member, officer, employee, or agent of the organization or any of its invitees.
• The applicant shall hold the City of Hillsboro, its employees, volunteers, and agents harmless from any claim, loss, or liability arising out of or related to the applicant's use of the premises, or from any condition of the used premises, including any such claim, loss or liability which may be caused by or contributed to in whole or in part by the City, its employees and agents. The applicant shall indemnify the City, (1) for any damage to the City's property occurring during the use thereof, whether or not the applicant is responsible therefore, and (2) for expenses and costs, including attorney's fees incurred by the City or its employees and agents in defending against any claims or demands for losses or liability arising from or related to the applicant's use of the premises.
• Applicant and the organization applicant represents, hereby fully and unconditionally waive their individual and collective rights to recover from the city and its officers, employees, agents and volunteers, any loss, damage, restitution or compensation arising out of this agreement or out of the use of any city property associated with this agreement. The city and its officers, employees, agents and volunteers shall in no event be liable, for any loss or damage suffered or incurred by applicant, the organization applicant represents, or their agents, employees, customers, invitees or licensees for any reason whatsoever. Such waiver includes, without limitation, waiver of liability for death, personal injury, theft, damage to motor vehicles, loss of property from within motor vehicles, business interruption, lost profits, consequential damages, and rights of subrogation.

By applying online, the representative agrees that he/she has read and understands the rules for the use of the meeting rooms and will be responsible for the group abiding by the rules. Prospective users must signify agreement with the policy by clicking on the "agree" link in the section below:

• "I have read, understand, and agree to abide by the meeting room policies. All of the provided information is true and correct. I will provide at least 48 hours notice of cancellation. Failure to adhere to any Library policies can cause loss of meeting room privilege."
• Clicking on this link signifies my agreement with the statement above. This link will take me to the online meeting room scheduling page where my reservation request will be sent to the library for review and approval.   Agree
• Remember: During the online reservation process, you must click on the "Submit Request" button at the end of the Room Request Summary page in order to send your request to the library staff for review and approval. You should receive a confirming email shortly; otherwise, check with the library at 503-615-6500.