Rules for Public Use of Library Meeting & Study Rooms

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We're excited to announce that starting October 1, all meeting rooms at Hillsboro Public Library will be fee-free, except for the Event Room at Brookwood, and allow for more flexible booking options, giving community members more opportunities to connect. See our updated meeting room policy below.

Hillsboro Public Library strives to create a warm, welcoming, and enjoyable environment for our users, including spaces for the public to use for gatherings and meetings. Although library and City of Hillsboro sponsored events take priority, we welcome all community members to use our spaces as long as they follow the Library Rules for Use established by the City of Hillsboro.

Hillsboro Public Library believes in upholding the principles of intellectual freedom and is committed to equity and diversity. Use of the rooms does not constitute an endorsement by the City of Hillsboro or by the Library of the viewpoints expressed by participants.

Meeting spaces and study rooms are available for use by community and not-for-profit groups, and local businesses for programs of an informational, educational, cultural, or civic nature, subject to this policy.

Study, Meeting and Conference Rooms are available free of charge using the library’s reservation system. Cleaning and/or repair fees may be applied.

Study and Conference Rooms

For individuals and small groups

The rooms available for reservation include six study rooms and two conference rooms at the Brookwood Library, and one conference room at the Shute Park Library.

Rooms are available during open hours.
There is no charge to reserve study and conference rooms.
Rooms may be reserved up to 60 days in advance, for a maximum of two reservations per week.

Meeting Rooms

For large groups

The meeting rooms available for reservation include the Board Room, Multipurpose Room, and Community Room at the Brookwood Library, and the Meeting Room at the Shute Park Library.

Rooms are available only during open hours.
There is no charge to reserve a meeting room.
A baby grand piano is available in the Community Room, expressly for use in piano recitals arranged by piano teachers
Rooms may be reserved up to 60 days in advance per individual or group, for a maximum of two reservations per month.
Users are required to check-in with a Library employee at the beginning and end of the reservation.

Event Room

The Event Room at Brookwood is available on a fee-for-use basis using the library’s reservation system. Cleaning and/or repair fees may also be applied.

For large groups and events

The Event Room is available from 8am to 11pm.
There is a fee to reserve the Event Room. See the fee schedule on the Library website
Reservations may be made between three days and one year in advance.
Reservations outside open hours require a Facilities Attendant and will only be confirmed if the Library is able to provide one.
Cancelations must be made by the user at least forty-eight hours prior to the reservation to receive a refund.
A deposit is not required. Charges will be assessed for any damage caused by the user.

All Rooms

The following rules apply to all uses of study and meeting rooms, regardless of whether a fee is charged or not.

Reservations and Access

Reservations are made using an online booking system or with Library employee assistance by calling 503-615-6500, and are available on a first-come, first-served basis. Rooms must be reserved in order to be used.
The person making the reservation must be 18+ years of age.
A Day-of-Contact must be designated in order to complete the reservation. The Day-of-Contact must be present for the entire duration of the event and is responsible for checking in with a Library employee at the beginning and end of the reservation, and for ensuring that all room use policies are followed.
Cancelations can be made through the cancelation link in the confirmation email or by contacting the Library directly. Reservations will be held for 15 minutes past the reservation start time. If the user has not arrived by that time, the reservation may be canceled and given to another user on a first-come, first-served basis.
The Library reserves the right to cancel and/or reschedule reservations when operationally necessary, including but not limited to accommodating Library-sponsored programs and events, and any room reservation fees for canceled events will be refunded.
Details for available audiovisual (AV) equipment can be found on the Library reservation site; digital projectors, screens, sound systems, webcams, and basic HDMI cords may be available in some spaces.
- Users should bring their own equipment outside of what is included in the room description, such as specialized cables or adapters. As noted below, the Library is not responsible for theft of or damage to any private equipment.
- An Assistive Listening Device is available at no cost and requires at least 72 hours’ notice for use.
City of Hillsboro Departments, Washington County Cooperative Library Services, the Hillsboro School District Administration, the Friends of the Hillsboro Public Library, and the Library Foundation of Hillsboro can reserve any meeting room free of charge up to one year in advance.
City sponsored activities are exempt from all restrictions on use.

Rules for Use

Users must adhere to the Library Rules for Use. The Library retains the right to monitor all meetings, programs and events conducted on the premises to ensure Library policies are followed.
Uses which would interfere with the Library’s operation by causing excessive noise, a safety hazard and/or security risk are prohibited. The Library reserves the right to cancel any reservation or immediately terminate any room use that violates this limitation or any other applicable Library rule.
Users may not market their event as Library sponsored or indicate in any way that the Library endorses their organization or its activities or beliefs. No organization may use the Library’s address as its own organizational address.
Library spaces may not be used for monetary solicitation, sale of items or services, or fundraising activities. Admission fees may not be charged and commercial or "for profit" use of Library spaces is not permitted.
Users are responsible for their own setup and cleanup, including Library tables, chairs, and equipment, and should add time to their reservation to do so. Rooms are not available prior to the reserved start time and must be returned to their original state and vacated promptly at or before the reserved end time.
Groups using these Library spaces are responsible for returning the room(s) to the condition in which they were found. If any damage has occurred or additional cleaning is required as a result of a reservation, the Library will provide an invoice to the responsible party regarding the costs, which may include cost of labor, materials, and staff time for any replacement, repair or special cleaning services incurred. If you have any concerns with the room’s condition upon arrival, please report them to a Library employee before beginning your reservation.
A reservation authorizes your party to use the reserved room only. Permission for use of the room is limited to the room itself and does not include common areas such as hallways, the lobby, or other areas within the Library.
Users are responsible for their own AV setup and use. Library employees are available to assist with questions but are unable to provide AV support throughout the duration of the reservation. Rooms with AV have setup and basic troubleshooting instructions posted.
Food and non-alcoholic beverages are permitted anytime. The group using the room must provide their own food and/or beverages as well as any associated kitchen supplies, paper products and utensils. Unless otherwise permitted by written approval from the Library, groups may not prepare food on Library property.
Alcoholic beverages may only be served at private events when the Library is not open to the public. Approval of an Alcohol Use Application and Certificate of Insurance is required in advance. Visit our Alcohol Use Policy webpage to read the full policy.
Tobacco products, e-cigarettes/vaping products, and illegal substances are not permitted on the Library’s premises.
Burning of candles and incense are not allowed. Sterno cans may be used for catering.
Activity that could damage any part of the facility is prohibited, including use of paints, markers, adhesives, nails, or fire. Blue painters’ tape may be used to attach items to walls. Push pins may only be used on bulletin boards. With prior approval, groups may post directional signs about their meeting room location in Library-approved areas.
The user is responsible for injury or damage to any persons, equipment, or property as a result of or otherwise related to their use of the room(s).
Unless otherwise agreed to in writing by the Library, the Library does not provide storage space for those reserving and using the room(s).
The Library is not responsible for property theft or damage. Personal items should not be left unattended.
Failure to comply with this policy may result in immediate termination of the room use, exclusion of individuals from the Library premises, and/or withdrawal of room use privileges at all Hillsboro Public Library facilities.