Southwest Oklahoma City Library Meeting Room Policy
Groups and/or individuals are encouraged to use the free meeting room at the Southwest Oklahoma City Public Library for educational, cultural, civic purposes, or social events. All events must be free and open to the public. No products or services may be bought or sold.
First priority is given to programs and meetings sponsored by the Library.
The City of Oklahoma City and the Pioneer Library System do not advocate or endorse the viewpoints expressed in meetings or by meeting room users, and no claim to that effect or to Library sponsorship may be used, explicitly or implicitly, in advertising.
The meeting room reservations may be made one at a time, up to 90 days in advance. Multiple reservations may be scheduled only at the discretion of the Library Manager or specified designee.
To reserve the meeting room, users may call the Library at 405-979-2200 during regular business hours or may book rooms online. Availability can be reviewed at www.justsoyouknow.us/sokc If the room request does not comply with the guidelines access to the room will not be assigned.
The contact person for the reservation should check in at the front Customer Service desk each time they use the room. The contact person should also let the front desk know when they are finished with the room.
Requests for use of equipment must be made at the time of the room reservation. Available equipment is listed on the registration form. All equipment must remain in the Library.
Groups or individuals who reserve the room are responsible for the arrangement of the furniture and agree to return it to the designated location. All equipment must be returned to its appropriate storage area after use. Trash must be disposed of in the provided trash receptacles. Tables, chairs and floors should be clean and free of debris.
Meetings must be concluded and the room returned to its original condition with tables and chairs stored in their proper locations 30 minutes prior to the end of the Library’s business day. Failure to do so may result in the loss of future meeting room privileges.
Adult sponsors must not leave minor youths or children in the meeting room unsupervised at any time.
No illegal drugs, alcohol, or firearms are allowed on the premises. No tobacco use is allowed on the premises.
NOTHING may be attached to the walls, ceiling, doors, or lights. This includes decorations, streamers, etc. Helium balloons are prohibited. Inflatables and open flame including candles and tea lights are prohibited. Activity including signage and noise levels must be contained to the room reserved.
There are 20 tables and 120 chairs available for use. Please ask at the front desk for access to the tables.
The capacity of the individual rooms is 52. The capacity for combined use of the rooms is 104.
If any damage or loss occurs, the group using the room must pay for the repair or replacement of the items, the cost of which is to be determined by either the City of Oklahoma City or the Pioneer Library System.
The contact person designated on the use agreement accepts responsibility for the meeting room facility and will:
a) Notify the library of any change in the meeting schedule.
b) Be notified of any library-initiated schedule changes.
c) May be contacted for public or media inquiries regarding the meeting or organization.
The group or individual contact on the room agreement agrees to monitor the activities to minimize the risk of injury to themselves or to the participants. With respect to any loss or injury arising from the programs and activities, the named group or individual agrees to release Pioneer Library System and the City of Oklahoma City from any liability and to indemnify and hold harmless PLS and the city from any such claim.