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Meeting Room Policy: Home

Library Meeting Room Use Policy

Meeting Room Reservation

Octavia Fellin Public Library - Meeting Room Use Policy

The Octavia Fellin Public Library has meeting rooms in each location.  These rooms are intended for the Library’s use and for programs sponsored or co-sponsored by the Library.  These rooms may be available for use by non-profit or community organizations during regular Library hours.

The Library does not endorse the views expressed by any group using its meeting rooms.  This disclaimer is posted outside all Library meeting rooms.  The Library, however, does endorse the right of groups to express their views as long as they follow the Rules of Conduct of the Library and engage in civil discourse.

Meeting rooms may not be reserved for commercial transactions, religious services, or partisan political meetings. 

Non-profit organizations may apply for the use of a meeting room at the Main Library or Children’s Branch, via a written request form, available on the Library website or at each location.  The form must be returned to the building where the meeting/program will be held.

Meetings must be booked during the times when the Library is open.  Meeting room capacities and building hours vary by location.  Meeting room assignments will be at the discretion of the Library.  Meetings will be booked no more than three months in advance.

Meeting rooms are booked following these priorities:

Priority 1:   Events conducted by the Library.  These include public programs and meetings.

Priority 2:    Events co-sponsored by the Library.  These may include municipal, county, state, and federal government agencies, or other agencies working on a cooperative project with the Library.

Priority 3:    Non-profit clubs and organizations holding programs independently of the Library.  These meetings must be open to the public and free of charge.  No selling of goods, services, or fund raising is to be conducted.

The Library reserves the right to cancel meeting room bookings in priority 3 up to 30 days before the scheduled date, if a priority 1 or 2 event requires that time slot. 

Organizations using the Library meeting rooms must agree to the following:

  1. The Library’s Rules of Conduct are observed and enforced.
  2. No selling of goods, services, or fund raising is to be conducted.
  3. The programs are free and open to the public.
  4. The Library must review all publicity before it is distributed to the public, and publicity should clearly indicate the name of the sponsoring agency or agencies.
  5. A representative from the organization conducts and monitors the meeting.
  6. Beverages and light refreshments are permitted, but the room must be left clean.
  7. Alcoholic beverages and smoking are not permitted.
  8. Content of the program should not differ from the original proposal.
  9. Gratuities to Library employees are not permitted.
  10. The booking organization must notify the Library if the meeting or program is cancelled.
  11. The organization is responsible for damage to Library property.
  12. The organization is responsible for set-up, break-down, and clean-up of the meeting room.
  13. Programs and clean-up will be completed 15 minutes before closing.

Failure to comply with any of the above procedures may be cause to deny future use of meeting rooms by any organization.

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