Meeting Rooms

Pandemic restrictions (noted in red) in effect until further notice.

1. Onondaga Free Library’s community room may be used by non-profit organizations, civic-oriented groups, or clubs for lawful activities. For-profit use is subject to approval of the Board of Trustees. One individual 18 years or older must be responsible for implementing the rules regulating the community room and signing the meeting room policy.

2. • Groups may use the community room more than once a month upon request to the Library Director, with approval of the Library Director and/or Board of Trustees.
   • Room reservations end 15 minutes prior to library closing time.
   • Due to parking capacity, community room use may be restricted at the discretion of the Director and/or the Board of Trustees.
   • The community room cannot be reserved more than 30 days in advance.
   • The community room may be reserved for up to 3 hours per day. Requests for longer times must be approved by the Library Director or designee.
   • Up to 3 active reservations can be made by the same individual/group.
   • Room reservations will be cancelled 15 minutes after the reservation start time if individual/group has not arrived or notified the library of late arrival.
   • After 3 no call/no show reservations, new reservations made by same individual or group will be on a first come, first serve basis.
   • In the event of the library closing due to inclement weather or other emergency reason, all activities will be canceled.

3. The community room is available for programs only during regular library hours or upon arrangement with the Director and at the discretion of the Board of Trustees. The programs must not disrupt library users.

4. All programs must be open to the public. Therefore, events such as birthday parties, showers, reunions, business meetings or parties, organizational trainings, and other personal celebrations are not permitted.

   • Community Room capacity is limited to 30 people to ensure social distancing.
   • To accommodate social distancing requests, groups of 8 people or larger may request use of community room vs. small meeting rooms for private group meetings.
   • Please allow up to 2 business days for all reservation requests.

5. No publicity of any meeting or event in the library may be released until the reservation has been confirmed by the Director or designee in writing. The library reserves the right to publicize any or all programs. However, this right does not obligate the library to publicize an event or provide publicity for a group requesting the use of the meeting rooms. Meetings or events held in the library may not be publicized in a manner that suggests library sponsorship or affiliation. Groups and organizations may not use the name, telephone number, or address of the library for the official address or headquarters of their organization. Banners, literature, photographs, or signage may not be placed anywhere in the library without the Director’s permission.

6. A $50 refundable deposit is required when the kitchen is used or when food is brought into the community room. Organizations using the community room are responsible for setting up chairs, tables, and equipment as needed, and for restoring normal placement after meetings. Nothing may be hung on the walls. A normal amount of cleanup and housekeeping is expected by users, and they will be accountable for any damage. The user of the room is responsible for trash and must take from the premises all trash that is brought, created, or left in the usage of the room.

7. Priority for use of the facility is as follows: 1) Onondaga Free Library events, 2) Onondaga Town government uses, 3) Not for profit groups in the Town of Onondaga, then other not for profits in the area, 4) Profit making organizations.

8. Fees for use by FOR PROFIT groups:

   • $100 for 1-3 hours
   • Payment must be received 10 days prior to the event and fees are non-refundable.

9. Granting permission to use the library community room does not imply library endorsement of the aims, policies or activities of any group.

10. A representative of the organization requesting the use of the community room must sign below; this signature represents acceptance of responsibility for all conditions listed above.

Approved February 2022

1. Onondaga Free Library’s small meeting rooms may be used by non-profit organizations, civic-oriented groups, or clubs for lawful activities. For-profit use is subject to approval of the Board of Trustees. One individual 18 years or older must be responsible for implementing the rules regulating the meeting room and signing the meeting room policy.
2. • Up to 3 active reservations can be made by the same individual/group.
   • Meeting rooms may be reserved up to 7 days in advance. Meeting rooms may be reserved for up to 3 hours per day. 
   • Room reservations end 15 minutes prior to library closing time.
   • Room reservations will be cancelled 15 minutes after the reservation start time if individual/group has not arrived or notified the library of late arrival.  After 3 no call/no show reservations, new reservations made by same individual or group will be on a first come, first serve basis.
   • In the event of the library closing due to inclement weather or other emergency reason, all activities will be canceled.
3. Meeting rooms are available for programs only during regular library hours or upon arrangement with the Director and at the discretion of the Board of Trustees. The programs must not disrupt library users.
4. All programs must be open to the public. Therefore, events such as birthday parties, showers, reunions, business meetings or parties, organizational trainings, and other personal celebrations are not permitted.
5. No publicity of any meeting or event in the library may be released until the reservation has been confirmed by the Director or designee in writing. The library reserves the right to publicize any or all programs. However, this right does not obligate the library to publicize an event or provide publicity for a group requesting the use of the meeting rooms. Meetings or events held in the library may not be publicized in a manner that suggests library sponsorship or affiliation. Groups and organizations may not use the name, telephone number, or address of the library for the official address or headquarters of their organization. Banners, literature, photographs, or signage may not be placed anywhere in the library without the Director’s permission.
6. Organizations using meeting rooms are responsible for setting up chairs, tables, and equipment as needed, and for restoring normal placement after meetings. Nothing may be hung on the walls. A normal amount of cleanup and housekeeping is expected by users, and they will be accountable for any damage. The user of the room is responsible for refuse and must take from the premises all refuse that is brought, created, or left in the usage of the room.
7. Priority for use of the facility is as follows: 1) Onondaga Free Library events, 2) Onondaga Town government uses, 3) Not for profit groups in the Town of Onondaga, then other not for profits in the area, 4) Profit making organizations.
8. No use of the library telephones is permitted.
9. Granting permission to use the library meeting room does not imply library endorsement of the aims, policies or activities of any group.
10. A representative of the organization requesting the use of the meeting room must sign below; this signature represents acceptance of responsibility for all conditions listed above

Approved May 26, 2021

Click here to download and print a copy of our Meeting Room Policy.