1. Select a Room

Use our online tool to book meeting rooms in the library.

No Spaces available!

2. Pick a Date & Time

Select an available day/time in the calendar of the room that you desire and submit all supporting paperwork to reservations@tolibrary.org

Add equipments and submit your request.

3. Complete Your Booking

Review the Library’s rental policies and prepare all needed supporting paperwork that you will need to submit. Insurance documents will need to match the City’s stated requirements.

We will send you an email for any fees that need to be paid. Once payment is received, your application will be reviewed for approval. When your request has been approved, you will be sent a signed copy of your Reservation Agreement Form confirming your booking.

Thousand Oaks Library Room Booking Documents


Marvin E. Smith Community Room
Grant R. Brimhall Library
1401 East Janss Road, Thousand Oaks, CA 91362
Download Set Up Diagram [PDF]: Auditorium Style, Classroom StyleCustom Style (Over 100 Attend Req.)

Community Room Dimensions
 

Grant R. Brimhall Library Conf. Room B
Grant R. Brimhall Library
1401 East Janss Road, Thousand Oaks, CA 91362
Download Conference Room B Dimensions  [PDF]

Newbury Park Library Meeting Room
Newbury Park Library Meeting Room
Newbury Park Library
2331 Borchard Road, Newbury Park, CA 91320
Download Set Up Diagram [PDF]: Auditorium Style, Classroom StyleMeeting Room Dimension

Room Booking Procedure

How to reserve meeting space at the Thousand Oaks Library:

If you have any questions about supporting documentation, please send an e-mail to reservations@tolibrary.org for assistance before submitting your reservation request.

  1. Before placing your reservation request, decide upon the size of the room that you will need, the location where you would like to have your event and the times in which you want to have your event. Remember to include any set-up and take-down time. Also consider your furniture and equipment needs, such as tables, chairs, microphones, and any other audio-visual equipment.
  2. Once you know your reservation parameters, the next step is to have all supporting documentation correctly prepared and ready for submittal. Reservation requests which are missing supporting documentation, or reservation requests with incomplete or incorrect supporting documentation 72 hours after initial submission to the Library will be deleted. Supporting documentation includes electronic copies of:
    1. A completed Reservation Agreement Form with hand written signature.
    2. A signed and initialed copy of the Library’s Reservation Policies.
    3. Insurance documents (Certificate and Endorsement Page) which match the requirements of the City of Thousand Oaks. Sample of insurance document
    4. A copy of the requesting group’s IRS determination letter confirming non-profit status if the group requests that the Library to waive hourly room rental fees. (Note that any other fees/charges/deposits will still apply.)
  3. Click on the picture of the room you desire to open that room’s reservation calendar. Note that reservation requests can only be made starting 30 days from today’s date up to six months out from today’s date. Click on the “Go To Date” button to select your desired date. If the time you want on your desired date is not green, it is unavailable. Click on a green square to set your beginning reservation time. If you need more than one hour, click on the drop-down arrow below the room schedule to see a list of additional hours available, and click on the additional hours you desire.
  4. Click on “Submit Times” and fill out the requested information on the form in the next window. When complete, click on “Submit My Booking.”
  5. Send your supporting documentation to reservations@tolibrary.org. Remember that all supporting documents must be correct and sent to the Library within 72 hours, of your submission or your request will be deleted.
  6. You will receive an e-mail from the Library asking you to verify your reservation request.
  7. After verifying your request, you will receive e-mail verification of your submitted request.
  8. Staff will review your request and calculate any fees/deposits that are due to the Library. An invoice will be sent to the e-mail address listed on the Reservation Agreement form with instructions on how to pay the invoice.
  9. After payment has been received by the Library, your request will be sent to the Administration Department for review.
  10. Once the Administration Department has approved your request, formal confirmation will be sent to the e-mail address listed on the Reservation Agreement. At this time, the requesting group can then consider the room desired as formally reserved.