Book A Room

General Rules for Central Library Community Room Use

Not-for-profit organizations wanting to use a meeting room at the Central Library can contact OCPL Administration at: 315-435-1900 or email: meetingroom@onlib.org.  Groups wanting to use a meeting room at a branch library can make the request at the individual library. For other OCPL locations, please contact the library directly for meeting room details. 

The person responsible for the meeting will need to complete a Meeting Room Application

  • The applicant is responsible for managing orderly behavior of all attendees.
  • Adult supervision (21 years or older) is required for any group of minors.
  • Reservations may be made up to three months in advance.
  • Admission fees or suggested donations or contributions may not be required of participants attending the meeting or function.
  • The sponsor may request a fee from participants to cover the cost of materials furnished to participants (which cannot be collected on library premises). However, such a fee may not be construed as a requirement to participate in the meeting or function.
  • Meeting rooms may not be used for any meeting or function for the financial benefit of any not-for-profit institution or private individual engaged in fund raising or marketing goods or services unless it is to further library purposes.
  • No games of chance may be played.
  • The Library will not provide storage space and assumes no responsibility for equipment or personal articles belonging to applicants or their guests. 
  • Library personnel will not move or rearrange heavy equipment or provide audio-visual equipment or operators.
  • In order to provide equitable access to meeting rooms, limitations on frequency and duration of use may be imposed.
  • The name of the library may be used only as a designation of the location of the meeting or function.
  • Announcements, press releases, flyers, etc. relating to the meeting or function need to acknowledge the sponsoring group’s contact information.
  • The Communications Director of the Onondaga County Public Library must be informed in advance if media coverage will be present.
  • Onondaga County Public Library's policy against smoking and the use of alcohol in library buildings applies to all groups using meeting rooms.
  • The Library reserves theright to deny use of library meeting rooms if there is reason to predict physical hazard to the participants or audience.
  • Users must supply their own meeting supplies, including dry erasers, markers, paper products, etc.

Reservations

  • Meeting Room Application must be received at the library location no later than 3 weeks before the event, unless preapproved by authorized personnel. Once received, a confirmation will be given, via email, phone, fax, or mail within 1-2 business days.
  • An applicant may request a room only once per month and no more than 3 months in advance.
  • If cancellations or changes in the reservations become necessary, the library needs to be notified as early as possible.
  • Meeting rooms are available for use only during the library's normal hours of operation and for security reasons, must be vacated 15 minutes prior to the library’s closing time.

Food

  • For the safety of participants, no cooking is permitted.
  • Light refreshments may be served, but they are not allowed outside of the meeting room.
  • All beverages carried in must be in a covered container and must not contain red dye.
  • Applicant/User must supply their own kitchen supplies, coffee etc.

Maintenance/Housekeeping

  • Individuals or groups using a room are responsible for furniture set-up, and clean up after use.
  • Meetings need to be conducted in such a way as not to disturb library operations.
  • The applicant/user needs to inform participants of the locations of fire/emergency exits and must adhere to fire and safety regulations of the facility.
  • The applicant/user is responsible for participant accommodations (e.g. assistive listening devices, etc.) and compliance with the provisions of the Americans with Disabilities Act.
  • The applicant/user accepts financial liability for damage to library facilities and/or loss of library property.
  • Library personnel need to have access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with its regulations.
  • Violation of any Library rules shall be grounds for denial of future use of meeting space.

Questions? 315-435-1900 or meetingroom@onlib.org