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JCLS Meeting Rooms_xx: Meeting Room Information

JCLS Meeting Rooms

Most JCLS libraries have one or more meeting rooms that may be reserved by individuals and groups.  If you are interested in reserving a room submit the online form  (if enabled by the library) to check availability and to reserve a time for your meeting. You may also call your local branch to ask about meeting rooms.  Just click on the Branch Link for contact information.

Do you like the idea of booking online?  Keep checking this page.  More branches will be enabled with online booking soon.

Frequently Asked Questions

When do you charge rent to use a community meeting room?

Community non-profit organizations may reserve and use library meeting rooms without charge under the following conditions:

  • The meeting must be open to all people who wish to attend.
  • No fees or donations may be collected or solicited for admission or participation in the meeting or event.
  • The organization nor any of its partners may not conduct sales except for library-sponsored or library-affiliated programs such as Friends of the Library or the Jackson County Library Foundation.

JCLS does charge a fee under the following conditions:

  • Rentals to for-profit companies or organizations as well as private parties
  • Rentals to government and quasi-government agencies, religious, and non-profit organizations for meetings not open to and advertised to the general public, e.g., board meetings, committee meetings, practice sessions, training session, and the like.

Is a security deposit required?

JCLS does not require a security deposit to reserve a community meeting room. Groups and individuals who use the meeting rooms are guests of the Library, and their use of the space should reflect that understanding. Library meeting rooms must be restored to their original clean condition and users of library meeting rooms agree to pay for any damages to library property. Privilege may be revoked for non-compliance with JCLS Policy and all posted library rules.

Is there free parking at the libraries?

Most JCLS branches have free parking.

The City of Medford provides the public with some free parking spaces in lots surrounding the Medford Library. Time limits are strictly enforced. For additional information visit the City of Medford Downtown Parking.

The Ashland Library has limited parking available behind the library and on side streets.

What if I want to use the meeting rooms when the library is closed?

Library community meeting rooms may be rented for events to be held at hours when the library is closed. For meeting room access when the library is closed, you must pick up a key before your event.  The meeting organizer must make arrangements with the local branch for access.  The key must be picked up on the last open library day prior to the event.

A key card is required to enter the Medford Library when the library is closed and must be picked up the day prior to your event (or on Friday for a weekend event), at the Library Business Office during the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. The meeting room doors are on a timer and will unlock five minutes before your scheduled time of use.

Who is responsible for setting up the room?

Individuals and organizations using library facilities are responsible for room setup and cleanup. Organizations not leaving the room in its original clean condition will be charged for clean-up.

May we have food in the rooms?

Food is permitted in meeting rooms, but alcoholic beverages are not allowed in or on library property unless prior written authorization has been obtained from the Library Director. Approval will be subject to compliance with any laws and regulations of the State of Oregon, and may require proof of insurance.

How do I cancel my reservation?

You may cancel a reservation online using your email confirmation notice. Cancellations must be received 48 hours prior to your reservation time.   You may also contact the JCLS library directly to cancel.

 

Additional Information

  • Rooms are reserved for full hours only, no half hour rates
  • Set-up and takedown time must be included in the reservation period
  • Cash or checks are accepted, checks payable to Jackson County Library Services
  • Cancellations must be received 48 hours prior to reservation time
  • Donations or sales transactions are only permitted when meeting room fees are paid.

 

Special Use

With special permission, JCLS may make its facilities available for nonstandard usage, that is, usage that goes beyond standard meetings, trainings, receptions, and other like events. Examples of nonstandard usage are:

  • Use that includes the presence of animals.
  • Provision of health services.
  • Introduction of oversize materials, large equipment and/or decorations that have the potential to damage the facilities or its furnishings.

Requestors should be aware that purchase of an insurance rider shall be required for nonstandard usage.  Information on how to purchase insurance can be found at http://www.onebeaconentertainment.com/.  The vendor ID Code is OB11-897. Contact your branch library for more information.

Meeting Room Policy

Branch Links & Fee Schedule

Location Online Booking Rate
Applegate No $8.00 per hour
$64.00 for 9 hours
Ashland
Gresham
No $18.00 per hour
$144.00 for 9 hours
Ashland
Guanajuato
No $6.00 per hour
$48.00 for 9 hours
Central Point
Community Room
No $8.00 per hour
$64.00 for 9 hours
Central Point
Study Room
No $3.00 per hour
$27.00 for 9 hours
Eagle Point No $8.00 per hour
$64.00 for 9 hours
Gold Hill No $7.00 per hour
$56.00 for 9 hours
Jacksonville No $12.00 per hour
$96.00 for 9 hours
Medford
Large Room
Yes  $30.00 per hour
$240.00 for 9 hours
Medford
Adams Room
Yes $12.00 per hour
$96.00 for 9 hours
Medford
Carpenter Room
Yes $11.00 per hour
$88.00 for 9 hours
Phoenix No $8.00 per hour
$64.00 for 9 hours
Prospect No $4.00 per hour
$32.00 for 9 hours
Rogue River
Large
No $9.00 per hour
$72.00 for 9 hours
Rogue River
Small
No $4.00 per hour
$32.00 for 9 hours
Ruch No $12.00 per hour
$96.00 for 9 hours
Shady Cove No $8.00 per hour
$64.00 for 9 hours
Talent No $10.00 per hour
$80.00 for 9 hours
White City No $8.00 per hour
$64.00 for 9 hours