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Library Meeting Rooms: Room Information

Book your next event or get-together at your local library's community meeting room for low cost and convenience. Free for advertised non-profit events.

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Library Rooms

JCLS Libraries are all about the communities they serve. An important goal in planning each branch location was to provide for community space that people could reserve and gather at for discussion, association, and recreation. We are now happy to offer our meeting rooms and study rooms to you at no cost—all you need to book is a full-service or annual non-resident library card in good standing. For your convenience, most rooms will be available to reserve Online by the end of the year.

Meeting Rooms

Most branches offer at least one large community meeting room that can be reserved independently of the library's open hours (see After Hours Use). Reservations must be made at least four days in advance of your requested time and are made in 60-minute intervals and should include any setup or teardown time needed.

Study Rooms

Most branches have multiple smaller study rooms, holding 2–10 people that are great for tutoring or study sessions. These rooms are only available during library open hours. You can make a reservation up to the start of the requested time period and are made in 30-minute intervals.

Reservation Schedule

Because our Meeting and Study Rooms are also used by the library to provide our signature programming, we need a little time to plan our events before making the spaces available for reservation. As such, Meeting Rooms may only be booked for up to six months in advance and Study Rooms 30 days in advance. Please note that in the rare case of a conflict with library programming, the library reserves the right to adjust or cancel a room booking.

Room Use Policy

Before booking a room, please review our full Room Use Policy. Here are some highlights to get you started:

Advertising

If advertising for your event please note that any printed or electronic advertisement or notification of a meeting to take place at the Library must include the disclaimer: This meeting or event is not sponsored nor endorsed by the Library.

After Hours Use

If you have reserved a Meeting Room outside of regular Library hours you will need to pick up a door key during open hours to let yourself in. During your event, the main doors must remain locked at all times. Events held after hours will not have access to the greater library space, only the reserved room, and the public restrooms.

Food and Drink

Food and beverages are allowed in Meeting Rooms, but alcoholic drinks are not allowed in or on library property without prior written authorization from the Library Director (see Special Use). Only non-alcoholic beverages are allowed in Study Rooms.

Setup and Configuration

Individuals and organizations using the library facilities are responsible for room setup and cleanup. Failure to return a room to its original state may result in the loss of library privileges.

Parking

Most Library Branches offer free parking. The Medford Library parking lot is controlled by the City of Medford and has strictly enforced time limits. The Ashland Library has limited parking in the library lot with strictly enforced time limits.

Cancelation

If you need to cancel your reservation, you can use the cancel link in the confirmation email (if applicable) or call the arranging library. Please note that Meeting Rooms must be canceled with at least 48-hours notice. Study Rooms may be canceled up to the reservation start time.

Special Use

Meetings, receptions, conferences, we want to say yes to your event. However, for some nonstandard events held at a library facility, we're going to need more information, which means more time to prepare. If you want to reserve a room for such an event please contact us well in advance to begin the approval process. Examples of nonstandard events are:

  • Presence of alcoholic beverages.
  • Use that includes live 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.

We still want to say yes, but it is likely that you will need to purchase an insurance rider to cover the event. Information on how to purchase insurance can be found at http://www.onebeaconentertainment.com/. The vendor ID Code is OB11-897. If you have any questions about your event's qualification, please contact the relevant library for more information, or call the Library Business Office.