Cupertino Library Room Usage

Community Room 201 Usage Requirements

In accordance with Santa Clara County Library District’s Community Room Policy, Cupertino Library's Community Room 201 is available for reservation to external organizations engaged in educational, cultural, intellectual, civic, or charitable activities. All programs and meetings must be free and open to the public. Commercial and private uses are not permitted.

Fees

• There is a non-refundable fee per booking: $25 for four (4) or fewer hours, or $50 for more than four (4) hours, up to a maximum of eight (8) hours for the Community Room.
• Checks must be made payable to Santa Clara County Library District.
• Payment must be made in-person; the amount due cannot be mailed in.
• Payment must be made within seven (7) days of the approval of the reservation; failure to comply will result in cancellation of the reservation.

Facilities

• Community Room 201 accommodates groups of 10 to 100 people. Larger or smaller groups are not permitted.
• Equipment available for use includes tables, chairs, Wi-Fi network, and projector screen / monitor. Please note that groups are responsible for all room set up and clean up; staff are not available to assist with furniture or technology. An HDMI cable is necessary to connect to the projection screen/monitor, groups are responsible for bringing their own HDMI cable.

Reservations

• A group may only make one Community Room reservation per month.
• Reservation time includes the reserving group’s set up and clean up time.
• At the time of reservation, the reserving representative of the group must hold a valid SCCLD library card, read the Community Room and Behavior Standards Policies, complete the online Booking Application, and pay the fee.
  • Since the representative commits the organization or group to following this policy and assumes responsibility for any damages to the Library, they should be a library card holder, and someone whose standing in the organization carries this authority.
• At the time of the reservation, the group should inform staff what equipment is needed.
• An approved booking, completed application, and payment of the fee confirms the reservation.
• All publicity for programs must include a contact phone number other than that of the Cupertino Library and must not imply that the Library is sponsoring the program.

Cancellation

• If a group must cancel, Cupertino Library must be provided at least two days’ notice or future use may be prohibited. Cancellation may be done by using the cancellation link provided in the confirmation email, or by calling Cupertino Library at 408-446-1677.
• The Library reserves the right to cancel a reservation with reasonable notice.

Check In

• For Community Room 201, please notify staff at the Adult Reference Desk on the second floor of the library that your group has arrived.
• Only the primary contact or secondary contact whose name was used during the time of the reservation will be able to access the reserved Community Room.
• Groups will not be allowed into the reserved Community Room before their scheduled time.
• Access to staff and emergency areas, including the pantry hallway and emergency stairwell, is only permitted during emergency situations.
• The individual in charge of the group must read and fill out the check-in agreement.

Room Set Up

• Library staff are not available to assist with set up or clean up. The reserving group is responsible for arranging tables, chairs and other equipment.
• Any items that compromise safety, including high wattage equipment and open flames, and posting on walls and doors are not permitted.

During the Program

• Noise level should be appropriate for a library.
• Users of the room should comply with the library’s Behavior Standards Policy.
• Food and alcoholic beverages are not permitted. Bottled water is acceptable.
• Only service animals are allowed.

Clean Up and Exiting

Groups must leave Community Rooms by the scheduled end time of their reservation, leave rooms in the same or better condition in which they were found, and return all furnishings to their original locations.

Community Room 201B Usage Requirements

Cupertino Library provides a medium meeting room in the subdivided Community Room 201 for groups to use for purposes of group study, discussions or projects. Reservations are made online and can be booked up to thirty days in advance.

• Library services and programs have priority for the use of the rooms. The Library reserves the right to modify or cancel reservations with reasonable notice based on the operational needs of the Library.
• Commercial uses and advertising, donations, raffles, collections, fees, or other sales are prohibited, except as provided by this policy, including use by an individual or any organization making sales or solicitations for any type of product or service, including nonprofit community groups and for-profit or private business organizations.
• The Library’s contact information cannot be used as an official address for any individual or organization using the group study rooms.
• If not otherwise specified, Room 201B are subject to the SCCLD Community Room Policy.

Registering

• Community Meeting Room 201B may only be used by groups of at least 8 and not more than 34 people. If staff observe rooms being used by less than 8 people, those people may be asked to leave.
• Community Meeting Room 201B are available for reservation in 15-minute increments. Reservations can be made online for a maximum of two hours per day.
• Reservations can be made up to thirty days in advance. Groups are requested to limit their reservations to once a day.
• Groups are expected to cancel rooms that are no longer needed. Reservations can be cancelled online. Groups that are more than 15 minutes late will lose their reservation.
• Each group must have at least one person who is a registered Santa Clara County Library District cardholder and will present his/her Library card at the appropriate reference desk at the time of check in. This person is the "responsible user."
• The responsible user needs to check in at the Adult Reference Desk on the second floor of the library for use of Community Room 201B.
• The responsible user must inform library staff at the appropriate reference desk when the group vacates the room.

Using the Group Meeting Room

• The meeting room must be occupied continuously during the scheduled booking.
• Library staff have the final authority to make accommodations regarding use of meeting rooms, groups staying longer than the maximum time, and when to vacate for the next group.
• Please do not cover the windows or post on any walls or doors. Library staff are not available to assist with set up or clean up or meeting room equipment. The reserving group is responsible for arranging tables, chairs and other equipment.

Responsibility

• The responsible user will be held financially responsible for any damage to the meeting room or furniture.
• Groups must leave meeting rooms by the scheduled end time of their reservation, leave rooms in the same or better condition in which they were found, and return all furnishings to their original locations.
• Property should not be left unattended in the room. The Library is not responsible for personal property.
• The Library’s Behavior Policy applies to the meeting room.