General Information
- Before booking a room, please read the Athens Regional Library System Meeting room policy.
- Reservations can be accepted by phone, online, or in person, but the reservation form must be filled out and turned in prior to the meeting.
- All meetings should be scheduled during regular library hours.
- Meetings MUST be FREE and Open to Everyone.
- Personal registration or information cannot be required of attendees.
- Please read the Meeting Room policy below for a full explanation of rules and regulations.
Meeting Room Guidelines & Procedures
The public meeting room of the Oglethorpe County Library, a branch of the Athens Regional Library System (ARLS), is designed to advance the ideas and purposes expressed in the library’s mission statement. These Guidelines and Procedures serve as a practical supplement to our Athens Regional Library System board-approved Meeting Room Policy. We ask that all patrons familiarize themselves with the ARLS Meeting Room Policy first to ensure full compliance with our shared regional requirements.
Reservations and Scheduling
- Reservations for use of a meeting room are made by completing a reservation form or, in some cases, by telephone.
- Reservations for meeting rooms must be made with library staff during library hours in advance of the meeting.
- A meeting room form must be completed and signed prior to use of the room. Up to three dates may be reserved at one time, but separate nonrefundable fees are required for each date.
- The signee is responsible for compliance with conditions set forth on the form and in library policy.
- Meeting room reservations require a group representative (applicant) to complete an “Application for Use of Meeting Rooms” form at least annually.
- Most meetings should be held during library hours. Rooms will not be opened before the appointed time. Groups should schedule the reservation to include set-up and clean-up times. Groups using the meeting rooms are requested to end programs at least 30 minutes prior to the library’s closing time.
- Meetings may be held before or after regularly scheduled library hours only when prior arrangement has been made and approval has been given for the hours requested. Procedures for borrowing keys for meeting must be followed as outlined by the Branch Manager. If a key is lost, the person who signed the reservation form and checked out the key is responsible for the cost of having the lock changed and new keys made; fees will be charged for late return of a key.
- Meeting rooms are not available during library holidays.
- If a meeting is postponed or cancelled, the library must be notified.
Restrictions/Limitations
- The library will not accept reservations for a series of meetings which will designate the library as a regular meeting place for any organization. Up to three dates may be reserved at one time (see Reservations & Scheduling below).
- Restrictions on the serving of food
- Light refreshments may be served under the regular reservation/use fee.
- Meetings hosting or sharing meals (ex.: catered meals, “pot-luck” meals, pizza, sandwiches, or other entrées) must pay an additional food service fee.
- All refreshments must remain in the meeting area.
- Refreshment supplies such as cups, containers, paper goods, tea and coffee and kitchen utensils, towels, etc. are not provided by the library.
- All garbage from refreshments should be carried away from the library for disposal.
- The kitchenette must be left clean and in order.
- All tables should be cleaned when refreshments have been served.
- The library has a limited supply of various kinds of audio-visual equipment which may be used within the meeting rooms; patrons should check for availability. These items must be scheduled when the room is reserved.
Meeting Room Fees
- A non-refundable reservation/use fee will be charged to all groups or individuals reserving and using the Multi-Purpose Room in the Oglethorpe County Library and must be paid in advance of the meeting.
- Use of the room for one – four hours requires a $5.00 payment
- Use of the room for five – eight hours requires a $10.00 payment
- An additional $20.00 fee will be charged for reservations requesting food beyond (ex.: meals) light refreshments.
- Checks submitted for reservation/use and food service fees should be made out to the [Oglethorpe County Library]
Small Study Rooms
- Small study rooms are available upon request during library hours on a first come, first served basis.
- There may be a time limit imposed on the use of the study rooms.
Book a Meeting Room
Multipurpose Room Information & Fees
- Meeting Room Capacity: 150
- Seats about 100 people (chairs, no tables) or 50 people (chairs with tables).
- A digital projector is available upon request (must be selected in online form).
- A small kitchenette with a microwave, large coffee maker, and small refrigerator are included in room reservation. The library will not provide paper products (plates, cups, etc.).
- Reservation up to 4 hours: $5.00
- Reservation greater than 4 hours: $10.00
- Additional $20.00 food service fee for groups serving food other than light refreshments
- Examples of light refreshments include (but are not limited to) chips, drinks, cake, or fruit.
- Examples of meal food include (but are not limited to) pizza, subs, BBQ, potluck, etc.
Maker Space Room Information & Fees
- The Maker Space is available upon request during library hours.
- Maximum Occupancy: 3
- No reservation fee for use of the Maker Space.
- Maker Space may be used as a study room only if the other study room is unavailable.
- Features:
- Sewing Machine
- Silhouette CAMEO 3 Cutter
- Machines are free to use, but materials are not provided.
Study Room Information & Fees
- Study rooms are available upon request during library hours.
- Maximum Occupancy: 3
- No reservation fee for use of the study room.
- Study room includes an electronic typewriter, which is free to use.