General Expectations: You will make sure that at least one adult 18 years of age or older is present for the entire time, and that everyone attending follows all library rules and policies. You will provide Americans with Disabilities Act (ADA) accommodations when requested, if possible.
Prohibited Activities: The Community Room may not be used for purely social purposes, including parties, weddings, birthdays, etc. Commercial activities are not permitted. There may be no admission fees or tuition, sales of products or services, or other direct fundraising activities. Exceptions may be made for events sponsored by Friends of Winthrop Library, or NCW Libraries-sponsored groups, programs, or events. No gambling, games of chance, or wagering of any kind may be part of any program, meeting, or event.
Requesting and Canceling Reservations: There is no cost associated with reserving or using the Community Room. In order to provide a fair chance for all to make use of this free resource, all groups are limited to no more than two reservations per month. For the purposes of reservations, groups must have a minimum expected attendance of 3 people to reserve one half of the room, or 10 people to reserve the full room. You may request a reservation up to two months (60 days) in advance. If your event is more than two months (60 days) in the future, please wait to request a reservation. If you do not show up for a scheduled reservation two (2) or more times, you may be denied future use of the meeting room. Thirty minutes late for your reservation is considered a no-show, and the space will then be made available for walk-in requests.
Capacity Limit: The full Community Room can accommodate up to 72 people. You must make sure there are no more than 72 people in the full Community Room at any time for any reason.
Hours: You may reserve the room for use beginning at 7:00 am and ending at 9:00 pm. You must make sure that all participants leave the room at the end of the reserved period. You may only access the room during the time that you reserve. Plan to do any set-up, break-down and clean-up within this time. You are responsible for adding your set-up and break-down time to your reservation request time. Failure to properly clean up before the end of your reservation may result in denial of future reservations for your group.
Use During Library Closed Hours: If your reservation occurs outside of library open hours, you are responsible for picking up a key binder during library open hours prior to your reservation. Staff will require photo ID to check out a key binder to you. If the library is closed at the time you leave, please turn off all lights, secure the exit door, and return the key binder to the outdoor library book drop when you leave. If you lose the key binder, you must report the loss to the library immediately. You will be charged $20 for a replacement key binder. If you encounter any facilities issues during closed hours, refer to your confirmation email for appropriate contact information.
Technology Availability: Open access Wi-Fi is available in the library. No password is required. You may bring in your own technology. You may ask to familiarize yourself with the on-site audiovisual equipment (Wenatchee Valley College’s Zoom Cart) prior to your reservation, subject to equipment and room availability. If you use the WVC Zoom Cart, you are responsible for the actual cost of repair and/or replacement of anything that is damaged during your use of the room. The library staff are not available to help with audiovisual equipment or other technology at the time of your meeting.
Furniture Availability: The Community Room has 8 tables and 72 chairs. You are responsible for all room set-up and break-down, including restoring the room furniture to its original setup when you are done. This must occur during the time that you reserve, so please take that into consideration when submitting your reservation request.
Care of the Room: You are responsible for taking care of the room and making sure it is left neat, clean, and undamaged. You will provide your own meeting supplies, including paper products, pens, napkins, etc. Library staff will check the room after each use. If the room requires additional cleaning, the Town of Winthrop will bill you for the cost of the additional cleaning. If the room or its equipment or furnishings are damaged, you will be notified and charged for the cost of repair or replacement. You may not post or affix anything to the walls or windows other than non-damaging materials such as post-it notes. Please do not use the library’s acrylic sign holders. (We use them to affix our own signs to the doors with suction cups.) They are easily damaged. You may not light any candle or other open flame in the room for any reason. You must remove all items from the room that you brought in, including decorations, extra supplies, and all trash. No items may be stored in the library or Community Room before, after, or during meetings.
Food and Drink: Refreshments, including food and drink, are allowed. You may not cook food. Alcoholic beverages may not be served or consumed. If food or drinks are served or consumed in the room, you are responsible for providing your own cleaning supplies and ensuring that all surfaces are left clean and dry. Trash resulting from the serving of refreshments must be removed and taken away with you for disposal.