Purpose of Meeting and Study Room Policy

The Salem Public Library provides meeting and study rooms to support programming, community activities, and City events. The meeting and study rooms align with the Library’s mission, operations, and Code of Conduct. The Library has created this policy to ensure safe and fair access and use. This policy ensures fair and safe access to these rooms while adhering to the  American Library Association’s Bill of Rights. Specifically:

• Article V: Everyone has the right to use a library regardless of their origin, age, background, or views.
• Article VI: Libraries offering meeting spaces must make them available equitably, regardless of the beliefs or affiliations of the users.

This policy is important because it ensures that the Library remains a welcoming and inclusive space for all members of the community. By providing clear guidelines, the Library promotes fairness, safety, and respect for all users.

Guidelines for Using Meeting and Study Rooms

General rules

• Users must follow the Salem Public Library Code of Conduct (Administrative Rule No. 101-01) and comply with local, state, and federal laws. 
• Meeting room fees are set by Salem City Council. Commercial users pay different fees than non-commercial users.
• Library staff must be able to see into and access the rooms at all times.
• Food and drinks are allowed, but drinks must have lids, and users must clean up after themselves.
• Smoking or vaping is not allowed anywhere within the Library. 
• Possessing, consuming, distributing, or selling any alcoholic beverage or marijuana product is not permitted anywhere within the library.

Prohibited behavior

Meeting and study room users may not: 

• Block Library entrances, pathways or streets. 
• Harass or intimidate Library visitors. 
• Create noise at levels that disturbs other users.
• Solicit, petition, or distribute materials to Library patrons. 
• Interfere with Library operations or other users’ activities.

Capacity and supervision

• Users must follow posted capacity limits and may not add extra furniture.
• The person reserving the room must be present during the entire event and ensure all rules are followed.

Consequences for violations

• Meeting and study room groups and users who violate the Library Code of Conduct may be asked to leave the Library.
• Failure to leave when asked may lead to trespassing charges under Salem Revised Code (SRC) 95.550. 

Meeting Room Closing Checklist 

Before leaving the Library meeting rooms, all users must:

• Dispose of trash properly. If trash bags are full, tie them and replace them with new bags (available at the bottom of trash cans). Place full bags near the trash cans.
• Wipe tables, chairs, and spills using the cleaning supplies provided in the room.
• Sweep or vacuum floor using tools in the room.
• Remove all personal items and technology. Items left behind will be put in the Library’s lost and found.
• Notify Library staff at the "Ask Here" desk on Floor 1 that the room is empty and return the keycard.

Checking Out from Meeting and Study Rooms 

• Users and groups must leave meeting rooms 30 minutes and study rooms 15 minutes before the Library closes. 
• A minimum $25 fee will be charged if staff must clean the room. 
•  Users will be charged for any damages to Library facilities or equipment.

Meeting Room Reservations

Reservation Process

• Applications to reserve a meeting room may be completed online, by phone, or in person.
• An application does not guarantee approval.
• Reservations are confirmed only after payment is received. Payments can be made online or by alternate arrangement with library administration.
• Rooms can be reserved up to six months in advance but no fewer than seven days before the event.

Reservation Rules

• Meeting rooms can be reserved once per week for up to four hours at a time. Additional time requires Library administration approval.
• A separate reservation is required for each event.
• Cancellations must be made in writing at least 48 hours before the reservation start time. Failure to notify the Library will result in forfeiture of the rental fee.

Parking

• Parking passes are not included in room rentals.
• Main Library parking is available in the metered areas of the Library parking garage and lot. The first three hours of parking are free. After three hours, parking is charged at a rate set by Salem City Council. Library parking meters are enforced from 8 a.m. to 6 p.m. Monday through Saturday.
• Meeting room users at the West Salem Branch should park close to the Library in the shared parking lot with Roth's Hospitality Center.        

Library Use of Meeting Rooms

Library staff may schedule meeting rooms for Library and City of Salem events at any time and are not restricted to the six-month window. Exceptions to the six-month scheduling window will also be made for library-affiliated groups such as:

• Library Advisory Board,
• Salem Public Library Foundation,
• Friends of Salem Public Library,
• Chemeketa Cooperative Regional Library System (CCRLS),
• State Library of Oregon,
• Oregon Library Association, its divisions and round tables.             

Library Partnership Statement

The Salem Public Library pursues a limited number of partnerships for programs and events. Partnerships must bring value to the community and align with the Library’s mission. Partnership is defined as Library-hosted programs coordinated and staffed by Library staff working with an outside entity (Partner) in Library facilities, supported and co-marketed by the Library. Library staff will be present at any partnership event. Agreements between the Library and its partners must benefit all parties. These relationships should further the Library's goals in one or more of the following ways: 

1. Increase Library visibility in the community
2. Support Library activities, services, events and programs 
3. Enhance or create ways to respond to identified community needs   

Endorsement and Marketing 

• Groups using Library spaces must not imply Library sponsorship in their publicity unless the event is part of an official partnership. All printed and electronic advertisements and notifications for meetings and events held in library spaces must include the statement: "This event is not sponsored or endorsed by the Salem Public Library."
• Flyers, posters, billboards, and other event marketing materials may only be posted on designated bulletin boards with approval. Unapproved signage will be removed. 
• Identifying signs may be placed in the 8.5x11 plastic holders provided on the doors of the meeting rooms during the reservation. 
• Soliciting, petitioning, distributing written materials or canvassing for any purpose is not permitted within the library. 
• The Library does not advertise or promote non-Library events held in its meeting rooms.

Liability and Responsibility 

• All persons and groups applying to rent a Salem Public Library Meeting Room must agree to hold harmless and indemnify the City of Salem from any and all liability for injury to persons or property occurring as a result of rental activity, and agree to be liable to said City for any and all damage to any facility, building, equipment, and furniture owned or controlled by the City which results from the activity or applicant or is caused by any participant in said activity.
• Each applicant shall be fully responsible for the physical condition in which the facility is left. The Library is not responsible for items left unattended. The Library will not secure patron items in any Library spaces.
• The expenses resulting from any damage or maintenance which is above the normal level of service shall be charged to the applicant. Failure of the applicant to meet this obligation within 30 days billing will be cause for cancellation of future privileges, as well as legal action.   

Study Room Specifics 

In general, this policy applies to meeting rooms and study rooms where applicable. This section calls out some requirements unique to the study rooms. 

• The Library has six study rooms (five at the Main Library and one at the West Salem Branch) available free of charge during open hours.
• Study rooms can be reserved up to one week in advance online, via telephone, or in person on a first-come, first-served basis. Reservations are limited to two hours per day. 
• Recurring reservations are not permitted.
• Reservations may be canceled if a user does not arrive within 15 minutes after the start time. 

Rules of Study Room Use 

• During study room use, doors must remain unlocked and lights turned on. 
• Study rooms are not soundproof. Users must wear headphones for audio. Musical instruments are not allowed. 
• Study rooms are not secure, and the Library is not responsible for items left unattended. 
• All study room users are subject to the Salem Public Library Code of Conduct (Administrative Rule No. 101-01), as well as local, state, or federal laws and regulations. 
• Users must be prepared to leave promptly at the end of their reservation time. 
• Study rooms must be empty 15 minutes before the library closes.   

Teen Scene Study Room 

There is one study room in the Teen Scene at the Main Library that is available for use only by middle and high school aged youth and during Teen Scene open hours. Other rules for the Teen Scene study room are the same with one exception: playing musical instruments is allowed.

Administrative Rule No. 101-03

Adopted: 3/15/2022 

Effective: 3/15/2022