Reserving Space

1. Study room use
   
   1. Walk-ins or advance reservations accepted.
   2. Reservations are made online by the guest or staff.
   3. Use of space may be limited if study rooms are in high demand.
   4. Reservations may be made two hours at a time up to 7 days in advance. Additional reservations may be made after the first reservation is completed as space allows.
   5. Reservation may be canceled if guest does not show up after 30 minutes.
   6. Repeated no-call, no-show for reserved space will result in suspension of room booking privileges as it is monopolizing space and restricts other's use of the space.
2. Meeting room use
   
   1. Requests to reserve space are made online by the guest or staff.
   2. Reservations must include any setup and cleanup time needed.
   3. Space may be reserved up to 2 months in advance.
   4. A reservation request will be answered within 2 working days from request. Any information needed to complete the request will be acquired by MLS at that time.
   5. All applicable fees must be received before entry into the space.
   6. Upon receipt of the payment, designated MLS staff will update the status of the reservation to Approved.
   7. Requests to rent space outside of the SH 610 Facility Access working hours must be requested at least 2 months in advance of the event and must be approved by the Chief Executive Officer.
   8. Repeated no-call, no-show for reserved space will result in suspension of room booking privileges as it is monopolizing space and restricts other's use of the space.

Use of Space

1. Events must be free. Staff may enter the room while the event is taking place. Privacy is not guaranteed. No private parties.
2. Cancellation of a reservation must be made at least 48 hours in advance of the scheduled event to receive a full refund. Exceptions include unexpected hazardous weather or other emergencies.
3. Authorization for the use of Library public spaces includes only the time and space reserved. Renters will not have access to the space until their assigned time.
4. All activities must remain inside the assigned, rented space.
5. Groups will set up and arrange tables and chairs as needed.
6. If AV equipment is available in the reserved room, it must be requested at the time of reservation. Training will be provided in advance, if needed. Otherwise, the group will be responsible for providing a person to operate the equipment.
7. It is the responsibility of the designated onsite contact for the group to serve as the authorized representative of the group and to remain on the premises throughout the reserved time to ensure the safety and security of the attendees and the library facility, as well as ensuring that the attendees observe the local, state and federal laws and the MLS Behavior in the Library Guidelines. Failure to comply with MLS Behavior in the Library Guidelines or not following the procedures for the space may result in loss of privileges for the meeting rooms and study rooms.
8. Groups and individuals requesting to rent public space are responsible for the publicity, if desired. Directional signs are subject to approval by MLS and may only be posted by library staff. Unauthorized signs will be removed. Handouts may be distributed inside the rented space only. Publicity must explicitly identify the group as the sponsor and must not identify the Metropolitan Library System as associated with the group's activities. If publicity concerning the event is circulated, it must include the statement "This event is not sponsored or endorsed by the Metropolitan Library System."
9. The library name, address and phone number may not be used as contact information for organizations, groups or individuals using library public space.
10. Décor must be approved by MLS and must be removed immediately following the reservation. Equipment, supplies or décor may not be stored in the library for subsequent use. If left unclaimed for five (5) days after the end of the rental agreement, such property may be sold by the library at a public sale or otherwise disposed of without notice to the guest or liability to the library.
11. Candles or other open flames are not permitted.
12. Groups may cater food and beverage into the rented space. 
    
    1. Caterers must comply with rules and regulations of the signed Use Agreement plus the following:
       
       1. Caterer must provide proof of all necessary permits and licenses for event service.
       2. Catering staff will arrive and exit only through locations designated by the library.
       3. Parking for catering vehicles must be arranged with a designated library staff member.
       4. Use of loading docks and service elevators must be prearranged with a designated library staff member.
       5. All spaces used by the caterer must be cleaned and tables wiped clean. The proper disposal of trash is expected. Nothing (including ice and water) can be poured into the drinking fountains, landscaping, fountain, or grass areas. All food and beverages must be removed from the premises and trash properly disposed of immediately following the time for which the space was rented.
13. Designated library staff will conduct a walk-through after each event to verify that facilities are left in proper order.
14. Guest agrees to restore the area to a reasonable degree of order (e.g., all waste material in appropriate receptacles). Failure to restore facility or meeting room to this condition may result in additional charges for required cleaning and result in revocation of authorization for future use.
15. If the guest is required to pay for damages, the Library will assess the reasonable cost of repairs and will notify the guest of the damage assessment. The guest will reimburse the Library for damages by paying the assessed amount within thirty (30) days of receiving notice of the damage assessment. The Library will deny use of the meeting rooms until the guest pays the assessed amount.
16. Fee List
    

    Library	Room	Rate per hr
    Belle Isle	A or B	$10
    Belle Isle	A + B	$20
    Bethany	Conference Room	$10
    Bethany	A or B	$10
    Bethany	A+B	$20
    Capitol Hill	1 or 2	$10
    Capitol Hill	1+2	$20
    Choctaw	A	$10
    Del City	A or B	$10
    Del City	A+B	$20
    Downtown	Single Classroom	$10
    Downtown	Lab	$125
    Downtown	Double Classroom	$20
    Downtown	Friends	$20
    Downtown	Atrium	$3000 fixed
    Downtown	Thorpe or Sequoyah	$10
    Downtown	46 Star Auditorium	$20
    Edmond	A or B	$10
    Edmond	A+B	$20
    Edmond	D	$10
    Jones	A	$10
    Midwest City	A or B	$10
    Midwest City	A+B	$20
    Midwest City	Forum	$10
    Northwest	A or B	$10
    Northwest	A+B	$20
    Ralph Ellison	A or B	$10
    Ralph Ellison	A+B	$20
    Southern Oaks	A	$10
    Village	A or B	$10
    Village	A+B	$20
    Warr Acres	A	$10