Room Reservation FAQs
General Information
The Metropolitan Library System has various facilities and meeting rooms used primarily for library programs and events but when they are not needed for these purposes they are available to rent for public use. Fees and rates vary depending on the size and scope of the event.
The Library will review each prospective use and determine whether or not that use falls within the Metropolitan Library System policy for use of public space. Use of the premises may be terminated at any time if the conduct of the group or any member of the group is disruptive to Library service, or in violation of the Library’s Rules of Conduct. All activities and programs conducted in the Library building are subject to the general rules and regulations of the Metropolitan Library System.
The Library limits the number of events that may be held simultaneously in its facility, the hours space may be rented, how far in advance reservations may be made and which spaces may be rented.
The Library does not discriminate in making its premises available for use on the basis of race, color, national origin, religion, sex, sexual preference, age or physical limitation.
The use of any of the Library’s facilities by any group or organization in no way constitutes endorsement of the policies or beliefs of that organization by the Library.
Reserving Public Space in the Library
How do I reserve a room at one of the library facilities?
Requests for reservations may be online at www.metrolibrary.org. You are encouraged to submit your request at least two weeks prior to the requested event date in order to secure the needed space.
Your request will be reviewed by library staff and you will be notified within two working days of the status of your request.
Once your reservation is approved, the following documents and materials must be received within 5 business days of making the reservation:
- Completed and signed Public Space and Use Agreement
- Payment of the total amount which may include fees for security, Audio visual assistance, custodial costs and any other agreed upon fees.
*Reservations not paid within 5 days will be cancelled - Copies of applicable insurance policies, catering and alcohol licenses
What are the cancellation rules?
In order to receive a refund of rental fees, cancellations must be made no later than 48 hours prior to the scheduled event date.
Refunds will not be granted if the event is cancelled by the Library due to noncompliance with the Metropolitan Library System Public Space Usage Policy.
What rental fees are charged for use of public space?
Rental space fees cover the Library’s basic operational expenses. Fees are approved by the Metropolitan Library Commission and are not negotiable.
- Category 2
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 5
Fees for certified 501(c) 3 organizations: Discount of 50% off the hourly rental rate applied to businesses, private individuals and private groups.
Fee Schedule:
| Library | Room | Rate per hr |
|---|---|---|
| Almonte | A | $40 |
| Belle Isle | A | $25 |
| Belle Isle | B or C | $40 |
| Belle Isle | A+B | $65 |
| Belle Isle | A+B+C | $125 |
| Bethany | A or B | $25 |
| Bethany | A+B | $50 |
| Capitol Hill | FF | $40 |
| Capitol Hill | Basement | $25 |
| Choctaw | A | $40 |
| Downtown | Single Classroom | $25 |
| Downtown | Lab | $125 |
| Downtown | Double Classroom | $50 |
| Downtown | Friends | $70 |
| Downtown | Atrium | $3000 fixed |
| Downtown | Thorpe or Sequoyah | $20 |
| Downtown | 46 Star | $170 |
| Edmond | A or B | $40 |
| Edmond | A+B | $80 |
| Edmond | D | $20 |
| Midwest City | B | $25 |
| Midwest City | A | $40 |
| Midwest City | A+B | $65 |
| Midwest City | Forum | $70 |
| Northwest | A or B | $70 |
| Northwest | A+B | $140 |
| Ralph Ellison | A | $50 |
| Ralph Ellison | B | $60 |
| Ralph Ellison | A+B | $110 |
| Southern Oaks | A | $50 |
| Village | B | $20 |
| Village | A | $40 |
| Village | A+B | $60 |
| Warr Acres | A | $40 |
For each 4 hour block reserved a 25% discount is applied.
Fees for additional required and/or optional service where available:
| Service | Rate | Increment |
|---|---|---|
| AV assistance may be required when using MLS equipment | $25.00 | per hour* |
| Conference Phone | $25.00 | per use |
| Custodial Staff | $25.00 | per hour* |
| Changes to contracted room setup | $10.00 | per hour* |
| IT assistance required for configuration of computers | $50.00 | per hour* |
| Piano, Grand (Downtown Library only) | $50.00 | per use |
| Piano, upright | $25.00 | per use |
| Security, additional | $40.00 | Per hour*, per officer |
| Telephone calls that are long distance | MLS Cost | |
| Access to space prior to libraries opening between SH 610 Facility Access working and operating hours (plus space fees) | $100.00 | per hour |
| Access to space after SH 610 Facility Access operating hours (space only) | $3,000.00 | Flat rate |
*Per Hour means any portion of an hour
Can I host a social event in the library?
Library public space may be used for social events such as birthday parties and showers. All activities must take place inside the assigned space rented and must comply with all library policies and rules of conduct.
What hours are meeting rooms available?
The Library’s public space is available during regular library hours generally, 9:00AM-9:00PM Monday-Thursday; 9:00AM-6:00PM Friday; 9:00AM-5:00PM Saturday and 1:00PM-6:00PM Sunday. Groups must vacate the spaces 15 minutes before regular library closing time of the host library. Any special after-hours events are subject to approval of the Executive Director and must be requested three months in advance.
Can my event be promoted in the Library Calendar?
Only Library events will be listed in the calendar. Groups and individuals requesting to rent library space are responsible for the publicity, if desired. Directional signs are subject to approval by Metropolitan Library System and may only be posted by library staff. Handouts may be distributed inside the rented space only.
What is the policy on the collection of fees or donations during the event?
The collection of fees or donations is permitted as well as business promotions and sales of merchandise during events held by businesses, private individuals or private groups. All activities must take place inside the assigned space rented. No solicitation of library customers is permitted.
How far in advance may I reserve the Library’s public space?
Space may be reserved for up to three months at a time. The contract may not be renewed until that reservation has expired.
What are the Library’s security requirements during my event?
In general, no extra security staffing is needed for events held during regular open hours of the Library. For all events held before or after regular Library hours, extra security is required based on the unique circumstances surrounding an event or the number of invited attendees.
Fees for security will be charged for a minimum of 2 hours of service for all security staff hired. A security guard must remain on duty until all of your guests, employees and agents (i.e. caterer) have left the building premises.
Where do my guests park when attending events at the library?
Most of the Metropolitan Library locations have free on-premise parking for library customers. For events at the Downtown library, there is fee-paid parking available at several parking garages and parking lots near the library. Metered parking is available on the street near the library. There is no charge for metered parking after 6:00PM Monday-Saturday and all day Sunday.
What is the policy for serving food and beverage in the Library?
Groups may cater food into the public spaces but must not cook. There may be some restricted areas within the library which do not allow food and beverage (i.e. computer lab, auditorium and some conference rooms). Kitchen facilities are available at some locations to prepare light refreshments or luncheons, such as sandwiches, salads, etc. which require no cooking. Use of kitchen facilities must be reserved at least 48 hours in advance.
You may use the caterer of your choice for food service. The library must receive notice of your caterer’s name and contact information prior to the event. Customary insurance and health department documentation will be requested of the caterer. The caterer must provide all linens, tableware, serving utensils, water carafes, glasses and other beverage service items; and is responsible for set-up and tear down of the event.
When a caterer provides food for an event on a drop-off basis (i.e. boxed lunches, coffee service), the event host assumes all responsibility for seeing that all used paper goods and any food remains are put into supplied trash receptacles before vacating the public space. The event host is also responsible for the removal of any catering equipment from the Library in lieu of the caterer performing this task.
May I bring in snacks and coffee without using a caterer?
Yes, simple food items such as snacks and coffee may be brought in for the meeting. The event host assumes full responsibility for seeing that all used paper goods and food remains are put into supplied trash receptacles before vacating the public space.
Can I bring in my own alcoholic beverages for my event?
Alcoholic beverages are not allowed in the Library or public spaces when the library is open to the public. The service of wine and beer in public space may be permitted in exceptional after-hours cases with prior Commission approval. The group must provide proof of all necessary permits and liability insurance.
Are there restrictions regarding use of candles and/or other materials?
Yes. The Library does not allow the use of candles, incense or any other materials associated with smoke and/or fire.