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Use of Library Meeting Rooms

Instructions to Applicants

Welcome to the Orange Public Library & History Center. If you are interested in reserving a library meeting room, please review the following:

City Meeting Rooms Policy
Hours and Locations
Library Rules of Conduct Policy
Meeting Room Photos, Features and Amenities
Meeting Room Rates Chart
Online Room Reservation Site
Request for Fee Waiver
Room Request Application
Room Use Agreement

Below are instructions regarding the reservation and use of library facilities.
 

1. Important Usage Policies
  • There is a 2.5 hour minimum use on all rooms.
  • Meeting Room users are responsible for their own setup and takedown; allow at least 30-45 minutes for this. You must be out of the room by the end of your reserved time.
  • Rooms must be put back into their standard setup arrangement before the end of your reserved time.  Copies of the standard setup for Community Rooms A&B are located throughout the community room.
  • Rooms are available only during location operating hours. All reservations will end 30 minutes prior to library closing.
  • Equipment requests must be made at the time of your room booking.
  • If you book equipment, an Audio/Visual Team Member will be assigned to assist you with your equipment needs. The A/V Team Member will set up 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 A/V 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. To view a copy of the Library Rules of Conduct go to the library webpage (www.cityoforange.org/library), and click on the meeting room link.
  • The projector is not loaned or rented; it is only available to library and city staff.
  • 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.
  • No individual or organization may sell their products or promote their paid services in the Library. Exempt from this are authors and illustrators who come to speak about books they have written or illustrated. All materials to be used or displayed by the presenter(s) must be approved by the Library Director or his/her designated staff member.
  • If providing food for your event, please be aware that you may encounter certain individuals at the Library who may approach you before, during, or after your event asking for food.  The decision to provide food to them or not is left to your group’s discretion.
  • Failure to adhere to the above could result in withholding all or a portion of your deposit.
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 714-744-7284.
 
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 prior to the event:
  • Complete an "Application for Use of Multi-Purpose Room"
  • Provide a Certificate of Insurance and sign a "Hold Harmless" agreement as required by this policy
  • Pay all fees and deposits in full upon reserving the room.

4.  Description of Required Submittals

Room Request Application
You must 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 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.
 

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:

  • Allow four to six weeks if paying by check
  • Allow four to five business days if paying by credit card

Noise
Please note when booking meeting rooms that there may be other groups using adjacent rooms where you may hear noises such as, singing, musical instruments, amplified sound, children’s voices, etc.
 

Contact:
Meeting Room Coordinator
OPLroomres@cityoforange.org
407 E Chapman Ave
Orange, CA 92866
714-744-7284
714-771-6126 (FAX)
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