Meeting Room Policy

The Octavia Fellin Public Library has a meeting room in the Main Library or Children & Youth Library. This room is intended for the Library’s use and programs sponsored or co-sponsored by the Library. This room may be available for use by non-profit or community organizations during regular Library hours. 

The Library does not endorse the views expressed by any group using the community meeting rooms. This disclaimer is posted outside all Library meeting rooms. The Library upholds the right of groups to express their views as long as they follow the OCTAVIA FELLIN PUBLIC LIBRARY: RULES OF CONDUCT and engage in civil discourse. 

Meeting rooms may not be reserved for commercial transactions, religious services, or partisan political meetings.  To apply for the use of a meeting room at the Main Library or at the Children and Youth Library, please fill out an application form. Forms are also available at the Main Library front desk.

• Meetings can be booked during the Library’s Regular Public Access Hours 

• Capacity: 50
• Meetings will be booked no more than three months in advance. 

Meeting rooms are booked following these priorities:

Priority 1: Events conducted by the Library including public programs and meetings. 

Priority 2: Events co-sponsored by the Library including municipal, county, state,  and federal government agencies, or other agencies working on a cooperative project with the Library. 

Priority 3: Non-profit clubs and organizations holding programs independently of the Library.  These meetings must be open to the public and free of charge. No selling of goods,  services, or fundraising is to be conducted. 

• The Library reserves the right to cancel meeting room bookings in priority 3 up to 30 days before the scheduled date if a priority 1 or 2 event requires that time slot.

Organizations using the Library meeting rooms must agree to the following: 

1. The OFPL’s Rules of Conduct are observed and enforced. 
2.  No selling of goods, services, or fund raising is to be conducted. 
3. The programs are free and open to the public. 
4. The Library must review all publicity before it is distributed to the public, and publicity should clearly indicate the name of the sponsoring agency or agencies. 
5. A representative from the organization conducts and monitors the meeting. 
6. Beverages and refreshments are permitted, but the room must be left clean. 
7. Alcoholic beverages and smoking are not permitted.
8. Content of the program should not differ from the original proposal. 
9. Gratuities to Library employees are not permitted. 
10. The booking organization must notify the Library if the meeting or program is  cancelled. The organization is responsible for damage to Library property. 
11. The organization is responsible for set-up, break-down, and clean-up of the meeting  room. 
12. Programs and clean-up will be completed 15 minutes before closing unless other arrangements are made in advance. 

Failure to comply with any of the above procedures may be cause to deny future use of meeting  rooms by any organization

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