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Meeting Rooms

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The Library has five meeting rooms, of various sizes, available for public reservation.  Two of those rooms (Oak and Rose) can now be reserved online! To reserve the others, you must call the Library. Read the room descriptions and the fees table below for more information.

 

Oak Room
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Oak Room

The Oak Room can hold a maximum of 130 people, has 2 whiteboards and a built-in screen, and may be divided into 2 areas that can be rented separately. It is located in the lobby of the library and available when the Library is closed. Food and drinks must be prepared in advance. Use of alcohol is not permitted. 

Max Capacity:

120

Fee:

View Fees Table

Hours of Use:

Check Availability - may be available when the Library is closed

Reserve Room:

Reserve Online

Rose Room
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Rose Room

The Rose Room can hold a maximum of 50 people,and has whiteboards and a built-in screen. The Rose Room is located in the lobby of the library and available when the Library is closed. Food and drinks must be prepared in advance. Use of alcohol is not permitted. Fees apply.

Max Capacity:

50

Fee:

View Fees Table

Hours of Use:

Check Availability - may be available when the Library is closed

Reserve Room:

Reserve Online

Phila Simmons Room
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Phila Simmons Room

The Phila Simmons Room located in the library itself, this room accommodates a small group of up to 10 people. No food is permitted, but drinks with lids are allowed. Use of alcohol is not permitted.

Max Capacity:

10

Fee:

$10/hour fee for profit-making groups

Hours of Use:

2 hours per day, available only during Library open hours

Reserve Room:

Call the Library at 503-682-2744

Study Rooms
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Study Rooms (2)

Located in the Library itself,  these two rooms can each accommodate a small group of up to 4 people. No food is permitted, but drinks with lids are allowed. Use of alcohol is not permitted.

Max Capacity:

4

Fee:

$10/hour fee for profit-making groups

Hours of Use:

2 hours per day, available only during Library open hours

Reserve Room:

One room is available on a drop-in basis, and the other is available for reservations. Call the Library at 503-682-2744

 

Conference Room Fees

Oak Room

Rose Room

Both Sides

North Only

South Only

Individual/Business

$80/hour

$40/hour

$40/hour

$40/hour

Government/Non-Profit

$20/hour

$10/hour

$10/hour

$10/hour

Local Non-Profit serving children

Free for first 2 hours, then $10/hour*

Building Monitor

$12/hour for time reserved outside of Library open hours

*During Library open hours only 

Fees are due two weeks from date of application. Fees not received within two weeks of application will be canceled. 

Fees will be fully refunded for reservations canceled 8 or more days prior to the date reserved. Reservations canceled 7 or fewer days prior to the date reserved will not be refunded.


Reserving the Oak and Rose Rooms Online
The following lists important information to know before reserving the Oak and Rose Rooms online and the steps to follow in order to complete that reservation. (Print Instructions)

Important Information
» Room reservations must be made at least two weeks in advance of the requested date. Rooms can be reserved up to two months in advance of an event. 
» The user is responsible for setting up and taking down any chairs and/or tables within the reserved time.
» There are fees associated with conference room reservations (see fees table above).
» You can pay by check or credit card (Visa or Mastercard).
» Fees are due within two weeks of application. Fees not received within two weeks of application will result in canceled room reservations.
»

Times highlighted in yellow indicate the Library is closed. Rooms may be reserved during this period for an additional fee if there is check box available.

» Fees will be fully refunded for reservations canceled 8 or more days prior to the date reserved. Reservations canceled 7 or fewer days prior to the date reserved will not be refunded.

Steps to Reserve Oak and Rose Room Online
1. Go to the Library's Evanced website to start checking availability and reserve room.
2. On the left side of the screen, check the room(s) whose availability you want to see. If you hover your cursor over the room names, you will see detailed information about each room.
3. Select the month you want by clicking on the drop down menu at the center of the calendar. Please note that you can only reserve up to three months in advance.
4. Click on the number of the date you want to reserve. Please note that you must reserve at least two weeks, but no more than two months, in advance. You will not be able to select dates outside of those times.
5. Select the start and end time of your reservation by clicking the boxes next to the time you want to reserve.
6. Click "Continue."
7. On the application form, make sure that the Room Name, the Date, and the Meeting Times (which should include setup and cleanup time) are correct. Fill out the form as indicated. Be sure to include your correct email address.
8.

Select the appropriate Cost Classification.
If you are not a local non-profit children's organization or a 501(c)3/government group, then your classification is "Individ/Business."

9. Click "Verify Request."
10. Make sure that the information you provided is accurate. Use the browser's "Back" button to make any changes.
11. Click "Continue to Payment Options."
12.

You may pay by check or credit card.

If you select "Check," then you will see a screen telling you that you have a temporary reservation, and the amount that you owe. You will receive an email with the same information. Once your reservation has been accepted, you will need to drop off or mail a check for the fees.

If you select "Credit Card," then you will see a screen asking for your credit card information. You will receive an email with the information about your temporary reservation. Your card will not be charged until your reservation has been accepted.

13. Click "Process Payment"
14. You will see a screen that says you have a temporary reservation, and you will receive an email with the same information. Congratulations! You now have a temporary conference room reservation.
15. You will receive an email either accepting or denying your request. If your reservation is accepted, then once payment has been received you will receive a confirmation email saying that the room is reserved for your use.

Print these steps

If you have any questions, please feel free to call the Library at 503-682-2744.

Meeting rooms may be reserved for civic, educational, or cultural purposes. Use of the meeting rooms by a group does not imply the library's endorsement of a group's policies or beliefs. 
 

Last updated: 11/22/2013 10:56:41 AM