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 [7].

• No fees or donations may be requested or received during the events.
• Events may be held during or outside SH 610 Facility Access [8] working hours.
• AS 510.2 MLS List of Organizations Exempt from Public Space Fees [7] 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 [8] 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:

Regulations

1. 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 [9]
   • the Library is unable to accommodate the group
2. 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
3. The Library may change space assignments in order to facilitate coordination of usage.
4. Due to the public nature of meeting rooms, reservations will be treated as public documents.
5. The Library assumes no responsibility for any materials or equipment not owned by the Library.
6. Privacy is not guaranteed during an event. Staff may enter the room while the event is taking place.
7. The group must:
   • Adhere to AL 320 Rules of Conduct policy [9]
   • 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 [8] working hours
   • Return the space to its original condition after use
   • Not tip or give gratuities to Library personnel
8. 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
9. Requests to rent space outside of the SH 610 Facility Access [8] 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.
10. 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.