ORANGE COUNTY LIBRARY SYSTEM STUDY ROOM POLICY

The Orange County Library System provides Study Rooms at the Orlando Public Library for use by adult library card holders. The contact person who books the Study Room must have a Resident, Property Owner or Fee Library card in good standing.

The individual reserving the Study Room agrees to comply with the Library’s Study Room Policy, the Meeting Room and Study Room Agreement and the Rules of Conduct. A completed booking under a library card number shall serve as authorization that the cardholder has electronically signed and agreed.

The Library shall not discriminate in granting permission for the use of Study Rooms on the basis of race, religion, age, gender, national origin or disability. In permitting an individual or group to use a Study Room, the Library does not imply any endorsement of the individual’s or the group’s beliefs, policies, practices or program.

Revised and Approved by the Board of Trustees November 9, 2017.

MEETING AND STUDY ROOM AGREEMENT

Orange County Library System has rooms available for public reservation. These spaces are designed to support study, collaboration, meetings, trainings, and informal gatherings. Rooms may not be used for commercial purposes and are not intended to serve as a regular or ongoing meeting location for any group. Meetings held in an OCLS Meeting or Study Room must be free and open to the public. This agreement guides the reservations and use of Meeting and Study rooms.

1. Requirements for Room Reservations

• All attendees must abide by the OCLS Rules of Conduct.
• Room reservations may be made online (preferred method), by calling 407-835-7323 or in person.
• Orlando Public Library Study Rooms are free and are only available to adult library cardholders (must have a Resident, Property Owner or Fee card in good standing).
• Larger Meeting Rooms are available to cardholders and noncardholders to rent for a fee.
• A room is not reserved until payment is received.
• Rooms may not be used for commercial purposes and meetings must be free and open to the public. Attendees may not be charged a fee or asked to donate.
• Solicitation of donations or requests for contributions are not permitted.
• Rooms are not intended to serve as a permanent meeting location.
• Meeting Rooms may be booked up to two months in advance.
• Study Rooms may be booked up to six days in advance.
• The library’s address and phone number may not be used as contact information for any group using the rooms.

2. Meeting and Study Room Check-in

• You may not check into your room until your reservation time begins.
• If you need time to set up and break down, please include that time in your reservation.
• If you have not checked into your room within 15 minutes of the start of your reservation, your reservation may be forfeited.
• Only the individuals listed on the Meeting Room reservation may check in for the room. Check-in requires a valid library card or photo ID. Reservations may not be transferred or checked in by others.

3. Use of Facilities

• Library staff reserve the right to enter rooms at any time.
• Smoking, vaping and alcohol are prohibited.
• Signage is only permitted in the reserved room space. Signage is not permitted in hallways or library common areas.
• Materials may not be affixed to the walls, ceilings, doors or windows. Limited decorations, such as table centerpieces or signs, are permitted.
• Decorating restrictions include: No glitter, confetti or other hard-to-clean materials.
• No burning candles, incense, pyrotechnics or open flames. Use of any type of flame is a violation of the OCLS Rules of Conduct.
• Buying, selling and commercial transactions are prohibited.
• No soliciting, selling or distribution of promotional materials on library property.
• Groups and individuals are responsible for setting up, taking down and cleaning the room.
• Hot food is not allowed in Study Rooms.
• Refreshments may be served in Meeting Rooms. Library approval is required to bring in hot food and if approved, a catering fee of $25 will be applied. Cooking is not permitted.
• Furniture may not be added or removed without library staff approval.
• The library is not responsible for injury or lost, stolen or damaged property.
• Materials and equipment brought into the meeting room spaces are the responsibility of the user.

4. Room Departure Responsibilities

• Users are responsible for cleaning up the room, including wiping tables and cleaning whiteboards. Please dispose of trash in provided receptacles.
• Return all furniture to its original set-up prior to the end of your reservation.
• Exit promptly at the end of your scheduled reservation.
• As a courtesy, please inform staff when you are finished using the room.
• The library is not responsible for items left behind.
• The person who reserved the room may be charged for any damage to the room or its equipment due to vandalism or misuse.

5. Publicity

Permission to reserve and use a space does not constitute an endorsement by Orange County Library System or user’s point of view expressed. Orange County Library System name may not be used in any publicity for non-library sponsored or co-sponsored meeting except to designate the meeting location.

6. Failure to Comply

Failure to comply with this agreement may result in the patron being denied booking for future meetings.

7. User Agreement

By completing this booking, the individual agrees to comply with this agreement and OCLS Rules of Conduct. A completed booking shall serve as an authorization that the person has electronically signed and agreed. The library reserves the right to reject a reservation if the meeting is likely to be disruptive to regular library functions, too large for the applicable room capacity, disorderly, dangerous to persons or property or inconsistent with the agreement or OCLS Rules of Conduct.

The library has priority use of the Rooms. Upon notice and for adequate reasons, without limitation, the library may revoke permission to use a Room if it is needed for use by the library. The library will endeavor to avoid cancellations and when they occur, try to offer an alternative space if available.

The library will attempt to give advance notice should a cancellation become necessary and issue a full refund if payment was received.

Updated October 2025