Reserve a Zoom Community Room

Need to host a meeting, but a free Zoom account or Google Hangouts doesn’t quite meet your needs?

You can request the use of the library’s Zoom account to have access to upgraded features, such as a longer meeting time.

Guidelines for Reserving a Zoom Community Room
  • Reservations require a minimum of 3 business days advance notice for a daytime meeting ending by 5:00 pm; and at least a week’s notice for meetings scheduled past 5 pm. All meetings are dependent on staff availability.
  • A Zoom room may be booked for up to 2 hours.
  • Room reservations are open to Mesa County residents with an adult library account (at least 18 years old) in good standing (e.g. not expired, accumulated fees at or below $10, no digital access only cards).
  • The name and signature on the application must match the library card account provided.
  • The person filling out the application must be present for the duration of the event.
  • Reservations for a Zoom community room can only be made for the current or upcoming month.
  • An organization or individual may reserve a Zoom community room only once per month.
  • Zoom use is available during the library’s normal operating hours (meetings must end 15 min. before closing).
  • Community room reservations will be cancelled if a co-host is not present after a period of 15 minutes from the reservation start time.
Policies & Procedures for Using Zoom as a Community Meeting Space
  • I understand that individuals can be removed or the meeting can be terminated if the Library’s Code of Conduct is not adhered to.
  • Publicity for events held in library meeting rooms shall not imply endorsement or sponsorship by MCL, and must include the following statement: “This event is not endorsed or sponsored by Mesa County Libraries.” (Meeting Room Policy item #11)
  • I understand that all meetings shall be free of charge. No admission fee, registration fee, or monetary solicitation may be sought from meeting attendees (Meeting Room Policy item #5).
  • Library activities take precedence over all other meeting room activities.
  • Private parties or receptions are not permitted.
Important Things to Know About Using a Zoom Community Room:
  • View Zoom video tutorials
  • You can have up to 100 attendees in your ‘room’.
  • Regarding people listed as co-hosts: Inform these people to make sure the name as it appears on Zoom is reflective of the name listed on the reservation form (e.g. If “Jane Smith” is listed, make sure “Jane Smith,” not “John S.” appears).
  • Watch your meeting time! Depending on the Zoom use schedule or library’s schedule, your session might be ended at the stated time.
  • Library staff will be available 15 minutes ahead of the scheduled start time. We are able to offer basic, limited information for navigating and using Zoom.
  • Library staff will send the meeting pass code to the person with the reservation. It is your responsibility to distribute the information.
  • A staff member will remain the Host throughout your session. They will not be actively listening, but may overhear pieces of your discussion.
  • Meetings will not be recorded.
  • If you expect many questions/discussions, facilitators/presenters often find it helpful to assign someone to help monitor chat so questions/comments are not missed.
  • It is recommended to state meeting etiquette at the beginning of your meeting. Common items to address include:
    • For larger meetings, best practice is to have participants muted when they are not talking to reduce unnecessary noise.
    • Do you prefer videos on or off?
    • Participation: Do you have a preference of people using chat, or do you invite them to turn on their mic to ask questions? Would you like people to indicate they have something to say through chat, but then invite them to use their microphone when they are invited to do so?

Instructions for Requesting a Zoom Community Room

  1. Please be sure to read over the Guidelines, Policies/Procedures and Important Things to Know at the top of this page before proceeding.
  2. Look at the calendar below before submitting your request to check availability.
  3. Fill out your request using the online application below the calendar.
  4. We will respond to your request as soon as possible during regular library operating hours.
  5. If you do not receive an email confirmation of your request, then your request likely did not go through.  In that case, please call us at 970-243-4442 or email to inquire.

Apply for Zoom Community Room Use

  • Must be in good standing and a regular, permanent account (e.g. begins with 409000 and not a digital access card).
  • Date Format: MM slash DD slash YYYY
  • Adding a co-host(s) is necessary if they will need to share their screen. The meeting will only be turned over to the person with the reservation or people listed as co-host(s).
  • If yes, a co-host from your group will need to admit each participant.