Ask a Librarian: Circulation

The meeting rooms of the Thousand Oaks Library are available to educational, civic and cultural groups and organizations in the Conejo Valley. Although library-sponsored activities take priority, individuals and groups will be accommodated based on availability.

*NOTE: if you are interested in reserving the Business Center,  Reservations for the Business Center can now be made online, please see Business Centers

Before Making a Meeting Room Reservation...

• Review the Library’s insurance requirements, reservation agreement and policies, merchandising agreement (if selling merchandise).

• Gather your certificate of insurance coverage in electronic format (pdf, doc, or docx), and non-profit verification document if applicable.

• Decide upon the library location and room with a couple of optional dates, and times in case your first choice is not available. Meetings must occur during library hours.

• Equipment rentals may incur an extra cost. Please review details on each room for its setup style and equipment availability.

• During the reservation process, please monitor your e-mail.

• If you have any questions or need help, send an e-mail to librarybookings@tolibrary.org or call (805) 381-7353. If the phones are down, please text us at 805-253-2906

• Final approval will be granted when all related documents are received and payments are made.

1. How do I make a reservation?

1. Proceed to the Library’s Meeting Room Booking page.
2. Click on Book a Meeting Space to select a library location (as shown below).

3. Click on  Next Available, and click Week View to select a desirable time and date.

4. For reservations longer than one hour click on more than one box.
5. If nothing is available, click on Go To date or Next Available to select another desirable time and date.
6. Click on the Continue button if you don't need any equipment, and you will see the booking details.

7. Review your booking details. Click on change to make changes or Submit My Request to proceed.
8. An email acknowledgement of your request will be sent with a link to upload supporting documents.

2. How do I pay the rental fee?

Staff will verify your submission.  Once the verification process is complete, you will receive an email with a link to a secured online payment site.

• Confirm the payment amount and follow PayPal’s instructions on the form. 
• After a successful payment, you will receive a payment confirmation from PayPal.
• Once you receive PayPal’s confirmation, your reservation is considered formally confirmed.
• Payment needs to be made within 72 hours to avoid cancellation of your request.
• Please note, the Library retains the right to cancel a confirmed reservation with 48 hours of notice.

3. Will you accept paper applications for reservation requests?

Yes, but a paper request usually takes longer to process.  Meeting rooms are on a first come, first served basis. A group that completes the reservation process with the required documents and payment secures the meeting room reservation.

4. Can I still pay for my approved reservation with a check or cash?

Yes, you may pay for an approved reservation with check or cash.  Please only make a payment once you have received the library’s email confirmation that you have submitted all the necessary documents.  

If you wish to pay with cash, please visit a Circulation Desk at the Thousand Oaks Library. To pay with check, please make the check payable to City of Thousand Oaks. You may also send a check through the mail. 

5. My insurance certificate does not meet current City requirements. What can I do?

Check with your insurance broker to obtain a certificate of insurance that meets City requirements. If that is not possible, you can purchase event insurance through the City of Thousand Oaks. Please contact librarybookings@tolibrary.org for a quote. 

6. Can I make changes to the equipment I requested in my reservation after approval?

Yes, changes can be made up to 48 hours before your scheduled event. Please e-mail librarybookings@tolibrary.org with the details. 

Please note:  an additional payment or deposit may be needed. Payment or deposit must be received no later than 48 hours before your scheduled event. If the payment is not received, the change will not be made. A confirmation email will be sent if the Library is able to accommodate the change request. 

7. I’ve decided to cancel my event. Can I get a refund?

We understand that sometimes plans fall through. Full refund will be issued until 48 hours of the scheduled event.  Cancellations made within 48 hours or no-shows are subject to the rental fee.