Policy Statement
The Metropolitan Library System public spaces are primarily for library programs and events, but when not needed for these purposes, they are available to rent. Renting a library space does not imply that the Library endorses the aims, policies, views or activities of the group. The Library does not reserve or rent outside/exterior spaces but may use outdoor space for library-initiated and produced events.
Categories for Renting Space
Rental space fees cover the Library’s basic operational expenses. Fees are approved by the Metropolitan Library Commission and are not negotiable. For purposes of prioritizing use and determining the rental fees, groups or individuals fall into one of the following categories:
Category 1 First Priority, no fees -- Metropolitan Library System programs or events for library staff or the public, which are initiated, authorized, produced, scheduled, promoted in whole or part by the library to accomplish its mission and strategic plan.
Category 2 First come, first served with no fees – Events by organizations listed in procedure AS 510.2 MLS List of Organizations Exempt from Public Space Fees.
- No fees or donations may be requested or received during the events.
- Events may be held during or outside SH 610 Facility Access working hours.
- AS 510.2 MLS List of Organizations Exempt from Public Space Fees will incur fees for any additional required and/or optional service fees listed below.
Category 3 First come, first served with no fees -- use of Study Rooms by private individuals or private groups.
Category 4 First come, first served with rental fees – Events by non-profits, community organizations, government agencies, individuals, and businesses who live in and/or serve the Oklahoma County community. The address of the individual or group reserving the space must be in the Metropolitan Library System's service area.
- Rooms designated as public meeting rooms will have a rental fee of $10/hour per room unless otherwise designated. The following are exceptions:
- Downtown Friends Room $20 per hour
- Downtown 46 Star Auditorium $20 per hour
- Downtown Computer Lab $125 per hour
- Downtown Atrium $3000 fixed
- Events may be held during or outside SH 610 Facility Access working hours.
Use of all library study rooms and meeting rooms must abide by the following:
- Events must be free.
- No fees or donations may be requested or received during the events.
- The selling of any items or services, including sales or marketing presentations/promotions to prospective clients is prohibited.
The library reserves the right to charge the following fees for additional required and/or optional service where available:
|
Service |
Rate |
Increment |
|---|---|---|
|
Custodial Staff |
$25.00 |
per hour* |
|
Piano, Grand (Downtown Library only) |
$50.00 |
per use |
|
Piano, upright |
$25.00 |
per use |
Regulations
- The Library may deny use of library public space if:
- it is the Library’s opinion that the activities of the group will not comply with AL 320 Rules of Conduct policy
- the Library is unable to accommodate the group
- The Library limits:
- the hours space may be rented
- the number of events occurring simultaneously
- how far in advance reservations may be made
- which spaces may be rented
- The Library may change space assignments in order to facilitate coordination of usage.
- Due to the public nature of meeting rooms, reservations will be treated as public documents.
- The Library assumes no responsibility for any materials or equipment not owned by the Library.
- Privacy is not guaranteed during an event. Staff may enter the room while the event is taking place.
- The group must:
- Adhere to AL 320 Rules of Conduct policy
- Explicitly identify itself as the sponsor and must not identify the Metropolitan Library System as associated with the group's activities in their literature or publicity. If publicity concerning the event is circulated, it must include the statement "This event is not sponsored or endorsed by the Metropolitan Library System."
- Have adult sponsorship and supervision at all times in paid meeting spaces
- Confine all aspects of the event to the space they rented
- Obey occupancy limits
- Not cook (light refreshments may be served)
- Not have alcoholic beverages in the libraries or public spaces during SH 610 Facilities Access working hours
- Return the space to its original condition after use
- Not tip or give gratuities to Library personnel
- The group will incur additional fees and/or penalties if they:
- damage the library’s facility or equipment
- use additional time or services not originally contracted
- 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. Only with prior Metropolitan Library Commission approval may alcohol be served. The group must provide proof of all necessary permits, liability insurance, and must indemnify the Library for the event.
- No special privileges are extended to organizations to which Library staff, Commission members or members of their households belong.
Indemnity and Insurance
- All persons, groups, or organizations using Library facilities take the premises "as is" and assume all risks of injury, including death or property damage, to member of the group, organization, event participants, and event spectators which might arise out of activities or out of conditions present on the facilities and groups.
- Every person, group, or organization using Library facilities will indemnify, hold harmless and defend the Library and its employees from any and all liability or financial loss, costs, or expenses (including reasonable attorney's fees and legal costs) resulting from any suits, claims, losses, or actions brought against the Library and/or employees which results directly or indirectly from the wrongful or negligent actions including, but are not limited to, failure to adequately inspect, discover, and remedy or warn of defects in the premises or grounds.
- Copyright restrictions apply to the use of Library meeting facilities and equipment. Library meeting facilities and equipment cannot be used to duplicate or show material protected by copyright law. Applicants may be liable for any infringement.
- The Library may require the group/vendor to maintain Commercial General Liability Insurance, to include liquor liability with a minimum of $1,000,000.00 limit per occurrence. Group/vendor agrees to maintain and be responsible for all Workers’ Compensation Insurance for all employees on the premises if applicable. In addition, the Library and the Library Commission must be named as additional insured on all liability policies.
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Comments
The previous policy was working pretty well. Just keep it simple and affordable: $10-20 hourly rate across locations, reservations up to 3 months in advance, no more than X number of reservations a month, a system-wide exempt/discounted list and another at each location’s discretion, etc.
Explaining the new rate was a difficult sell. It went from $10 per hour to $50-$60: instant sticker-shock. Some customers accepted, "The rate hasn't changed in 40 years while the cost of everything else has increased greatly." While our explanation made sense, the rate forced many to meet elsewhere.
Making it easy for non-profits, neighborhood associations, community organizations and the like to meet here was beneficial to the library. It encouraged people who might not have frequented the library to come in and brought us closer to the individuals and groups who were already working in the area. It reminds me of today's webinar about the "Voices of Race" program organized by the Skokie Library. They initiated a huge, 10-week program across the city with the help of over 30 community organizations. The planners said those partnerships developed over time through mutual support and reciprocity. Reciprocity is huge. Offering the rooms at a discounted rate (or free), allowing room reservations beyond 3 months, and maybe even inviting key groups to start using our rooms, etc. are the kinds of gestures that show those organizations devoted to empowering communities that the library is on their side, that we’re in this together. Networking with like-minded groups pushes forward our 20-year goal because they become vocal library advocates. While most of those organizations love the library already, when we extend support they often become zealots.
We should make the rate uniform across the system. Keep it simple. Cut out some of the, "if this, then that" complexity. The only exception might be for businesses that are selling something or charging a fee and perhaps even social events. If anyone is charged a higher rate, these groups are some we should consider. The folks who welcome everyone to their community, cultural, or educational event and are focused on something beneficial to the community should get first dibs (after library programs) and/or a lower rate.
We have had a relationship with Child Guidance for years and they used to offer developmental and autism screenings at several of our libraries. They have not been able to do this for the past couple of years because they are not considered an exempt organization in the current meeting room procedures.
When the meeting room procedures were updated, Child Guidance was part of the Oklahoma City-County Health Department (OCCHD), which is exempt because they are a county agency. However, shortly after the new meeting room procedures went into effect OCCHD underwent major budget cuts and eliminated the Child Guidance department. Fortunately OU Children's Child Study Center took on the Child Guidance department so they could continue to serve the community. Unfortunately, OU Children's Child Study Center is not an exempt organization. Therefore, even though Child Guidance wants to offer free child development and autism screenings at our libraries, we can not give them the room for free and they do not have a budget to pay for the meeting room.
We have had to pass up other opportunities to offer hearing/vision screenings and other early interventions led by university doctors, residents, and staff because the current meeting room procedures do not allow us to waive the room fee. We were also not able waive the fee by considering this a library program since it did not fit the criteria of a library program (ie. library staff did not lead or facilitate the program and it would not be appropriate for a library staff person to be present in the room during the screenings).
I feel that providing these screenings would help us achieve our mission of growing smarter communities one person at a time. Developmental screenings help identify delays early in life, which might otherwise go undiagnosed until the child starts school at 4 or 5 years old. Because a child's brain reaches 80% its adult size by the age of 3, it is very important to catch these delays as soon as possible and provide early interventions to help that child catch up. Early interventions for speech, language, and developmental delays can have huge impacts on a child’s school readiness and success later in life and I feel that we have an opportunity to make a difference in our communities by providing access to these screenings in our libraries.