Before reserving a room for use at the library you must read and agree to adhere to the room usage requirements for the room you are booking.
Community Room Usage Requirements
Groups are permitted and encouraged to use the Community Room for cultural, educational, and recreational program when such use does not conflict with Library-sponsored programs. All programs must be free and open to the public unless they are Library, County, or City staff meetings.
The individual making the room reservation is hereafter known as the "Responsible User."
The Responsible User must read and adhere to these Room Usage Requirements, and Santa Clara County Library District's Community Room Policy and Behavior Standards Policy. Permission to use the Community Room is granted on the condition that all rules are followed. Permission may be revoked for failure to do so, in which case the organization responsible will be assessed for any damages.
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 7.5 hours.
- Checks must be made payable to the Gilroy Public Library or 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
- The Community Room can accommodate up to 100 people.
- Conversely, groups or meetings must consist of at least 10 people.
- The equipment available for use are: 60 stackable chairs, 10 folding tables, dry erase board, sink, podium, projection screen (screen only, no projector use), and wireless Internet access. NOTE: Staff are not available to assist with furniture arrangement or clean up.
Reservations
- A group may book the Community Room no more than one day per month
- The maximum booking duration on a single day is 7.5 hours
- A 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 someone whose standing in the organization carries this authority.
- The reservation time should include set-up and cleanup time.
- At the time of the booking, the group should inform staff what equipment is needed.
- An approved booking and payment of the fee confirms the reservation.
- In consideration of others, if you need to cancel your reservation please do so as soon as possible by using the cancellation link provided in the confirmation email, or by contacting the Gilroy Library at (408) 842-8207.
- If a group must cancel, the Library needs at least two (2) days notice or future use may be prohibited.
Check-In
- The individual who made the reservation will be given access to the Community Room and must check-in with staff at the upstairs Information Desk.
- Groups will not be allowed into the Community Room before their scheduled time.
Room Setup
- The group is responsible for arranging the chairs and tables with ample access to exits.
- Placing nails, screws, thumbtacks, staples, tape, adhesives, or signs on the walls, doors, or other surfaces is not permitted.
During the Program
- Food is not permitted in the Community Room. Please eat your food in the ground floor Lobby. Individual lidded beverages are allowed.
- Open flames of any kind and high voltage equipment are not permitted.
- Noise level must be appropriate for a Library.
Cleanup and Exiting
- Groups must leave the Community Room at the scheduled time in the same or better condition in which it was found and furniture in their original positions.
Meeting Room Usage Requirements
The individual making the room reservation is hereafter known as the "Responsible User."
The Responsible User must read and adhere to these Room Usage Requirements, and Santa Clara County Library District's Community Room Policy and Behavior Standards Policy. Permission to use the Meeting Room is granted on the condition that all rules are followed. Permission may be revoked for failure to do so, in which case the organization responsible will be assessed for any damages.
- The Meeting Room may be used by groups of 3 to 20 people.
- The Responsible User must check in at the ground floor Accounts Desk.
- If the Responsible User does not check in within 10 minutes after their reserved start time, the reservation is forfeited and may be given to another group.
- Gilroy Library staff have the final authority to make accommodations regarding the use of the Meeting Room, including enforcement of time limits and the permission to extend them.
- In consideration of others, if you need to cancel your reservation please do so as soon as possible by using the cancellation link provided in the confirmation email, or by contacting the Gilroy Library at (408) 842-8207.
- Food is not permitted in the Meeting Room. Please eat your food in the ground floor Lobby. Individual lidded beverages are allowed.
- Rooms are not soundproof. In consideration of others, please keep noise or sound levels to a minimum.
- Please do not cover the windows.
- The Meeting Room must be occupied continuously during the scheduled booking by at least 4 people.
- The room must be left in a clean and neat condition with the tables and chairs in their original positions.
- The Responsible User will be held financially responsible for damage to anything inside the Meeting Room.
- Please exit promptly at the end of your reservation so the following user may begin on time.
- Property should not be left unattended in the room. The Library is not responsible for loss of damage to personal property.
- NOTE: Staff are not available to assist with furniture arrangement, TV monitor, or clean up.
