Below are instructions regarding the reservation and use of library facilities.
1. Important Usage Policies
There is a two and one half hour (2.5) minimum use on all rooms.
Meeting Room users are responsible for their own setup and takedown. Reservation hours must include setup and clean up time. Depending on your setup, allow 30 to 45 minutes for each. You must be out of the room at the end of your reserved time.
Rooms must be put back into their standard set-up arrangement before the end of your reserved time. Tables should be 1-2 inches from the walls. Copies of the standard set-up are located on the bulletin board in the kitchen and the inside closet doors where the chairs and tables are stored.
Rooms are available only during location operating hours. Reservations end 30 minutes prior to library closing.
Equipment requests must be requested at the time of the reservation and cannot be made within three working days of your reservation. Last minute requests impact the schedules of the Meeting Room Coordinator and AV Tech Team.
An AV Team Member will be assigned to assist you with your equipment needs. The AV Team Member will setup the requested equipment and provide a brief orientation. Please do not request additional equipment that was not reserved at the time of the reservation. The AV Team Member is directed to only assist you with the reserved equipment.
Library Rules of Conduct apply to the use of the Library meeting rooms. A copy of this policy is listed above under "Instructions to Applicants."
Failure to adhere to the above policies could result in withholding a portion of your deposit.
The projector is only available to library and city staff. This item must be supplied by the group/presenter.
Rates are revised periodically through City Council action and published in the City’s Master Schedule of Fees. If the fees in this policy differ in any way than those published in the latest approved Master Schedule of Fees, the fees in the Master Schedule of Fees prevail.
Thank you for your cooperation. We understand that emergency situations do arise from time to time for last minute room reservations and equipment needs. In this case, you will need to contact the Meeting Room Coordinator to assist you at 714-288-2471.
2. Request Your Reservation
Go to the Online Room Reservation Site. The calendar will show availability for each room, date, and time. Select your options, complete the form, review your info, and submit. You will receive an automated confirmation email. The Meeting Room Coordinator will verify your request within 3 business days. Any questions regarding Online Room Reservation may be directed to the Meeting Room Coordinator. (See contact information below)
3. Submittals Required
To use library meeting facilities, you need to complete and submit the following items 10 days prior to the event:
Room Request Application (Room Reservation online form) or Application for Use of City Meeting Rooms. (See below for link to application)
Proof of Insurance.
Payment of fees.
Important Usage Policies
Note: A room request is subject to cancellation if above deadline is not met.
4. Description of Required Submittals
Room Request Application
If you are unable to make your request using the Online Room Reservation software, then you will need to complete and submit the Application for Use of City Meeting Rooms (click on Application link above) and fax to the Meeting Room Coordinator at the number listed at the bottom of this page.
Proof of Insurance
Persons or groups using library facilities must maintain insurance which shall insure the City against any liability. Individuals or groups must have $1 million General Liability Insurance naming the City of Orange and Redevelopment Agency as additional insured. Applicants must submit acceptable proof of insurance:
ACORD Certificate of Liability Insurance, from your insurance company. Here is a sample.
Applicants who do not have insurance should contact their individual insurance provider. Non-profit groups may submit the Insurance Determination and Waiver Form for waiver consideration.
Payment of Fees
Payment may be made by credit card (VISA or MasterCard) or check made payable to the City of Orange. For credit card payments contact the Meeting Room Coordinator at the number listed at the bottom of the page. Checks can be mailed to Orange Public Library & History Center, Attn: Meeting Room Coordinator, 407 E. Chapman Avenue, Orange, CA 92866.
Important Usage Policies You must submit the Important Usage Policies document. The signed copy can be faxed to the Meeting Room Coordinator at 714-771-6126. If you are unable to print the document, contact the Meeting Room Coordinator at the number listed at the bottom of the page and one will be faxed or mailed to you.
Cancellation and/or Refunds
If an event is canceled at least 72 hours prior to the event, all fees are refunded. If the event is canceled within 72 hours of the event, 50% of the fees paid will be refunded. To cancel, contact the Meeting Room Coordinator.
Paperwork to refund deposits is done the 1st of each month. Once the paperwork for the refund is received and processed by the Finance Department refunds are distributed as follows: 1. Allow four to six weeks if paying by check
2. Allow four to five business days if paying by credit card
Contact: Jan Reichert
Meeting Room Coordinator roomcoor@cityoforange.org
407 E Chapman Ave
Orange, CA 92866
714-288-2471
714-771-6126 (FAX)
