Rental Policy

THE OHIO STATE UNIVERSITY LIBRARIES

FACILITY RENTAL POLICY

The primary purpose of University Libraries facilities is to provide educational and research opportunities for The Ohio State University students and faculty, and for library faculty/staff.  After these primary uses have been met, University Libraries may make the remaining time and space available to outside groups on a rental basis, using the following priority list:

1. Ohio State University Departments/Academic Units
2. Recognized Student Organizations of The Ohio State University
3. General Public

This policy applies to ALL indoor and outdoor facilities managed by the University Libraries.  Reservations are confirmed ONLY by following the facility request process and submitting the online Rental Request Form at least one week in advance.

Spaces available for rental in the William Oxley Thompson Library include:  Mortar Board Room (202), Conference Room (204), Scholars Seminar Rooms (458, 459, 460), Outdoor Roof Terrace (480), Buckeye Reading Room (260), Multi-Purpose Room (165), and the Campus Reading Room (1120).

Spaces available for rental in the Science and Engineering Library include:  Conference Room(s) 070 and 090 and Conference Room (414).

Spaces at other University Libraries locations, including the Geology Library and Biological Sciences and Pharmacy Library, are priced on a case by case basis. 

Please Note:  Rooms cannot be rented or reserved the week before or during finals week. 

Group Definitions:
University Department/Academic Unit: Any official Ohio State University office or department with a university budget.

• University departments/academic units must pay with internal eRequest.
• To rent space, a university department must be free of unresolved issues related to prior use of University Library facilities.

Recognized Ohio State Student Organizations: To be considered for group rentals, Student Organizations must meet the following criteria:

• Be a registered student organization or residence hall floor. All other Student Organizations may require the review and approval of the University Libraries.
• Be free of unresolved issues related to prior use of University Library facilities.

General Public: Any group not included in the above two categories.

General Rental Guidelines

1. Any event considered by University Libraries to be potentially harmful to the public image of The Ohio State University or University Libraries will not be allocated space.
2. University Libraries reserves the right to determine the potential harm to facilities and may reject said request.
3. The scheduling of events will be based on space availability and approval by University Libraries.  University Libraries reserves the right to refuse any rental request.
4. The Buckeye Reading Room and Campus Reading Room cannot be rented at the same time.
5. All events will be negotiated by University Libraries, which will determine the extent of Ohio State personnel required to safeguard the university's interest.
6. University Libraries must have the appropriate contract for each request.
7. Meetings held in University Libraries must not disturb normal Library operations.  University Libraries reserves the right to disallow or stop meetings that are disruptive to normal library operations.
8. University departments/academic units must submit an eRequest along with the signed Rental Agreement to the University Libraries Business Office.  Due date is noted on the rental agreement.
9. Groups renting space will be held financially responsible for any special cleaning, maintenance, or repair resulting from the event or activity.
10. Groups renting space may not charge admission to their event.
11. Groups renting space are required to observe all applicable policies of University Libraries and The Ohio State University, as well as all local, state, and federal laws.
12. University Libraries is not responsible for any lost, stolen, or damaged property belonging to the members of rental groups utilizing the facilities.
13. University Libraries reserves the right to deny use or continued use of its facilities to any person or organization not complying with applicable policies or procedures.
14. All University Libraries are smoke-free, alcohol-free facilities.
15. Personal events such as weddings will be evaluated on an individual basis.

Rental Fees

1. General Public : Full Rate
2. University Departments/Academic Units: 50% Discount
3.  Recognized Ohio State Student Organizations: No Charge (maximum 2 hours)

Rental Fees: The length of the rental period includes preparation, set-up, and tear­down/clean-up times. If a group uses space for a portion of an hour, they will be charged for the full hour.  Rental fees are guaranteed for one year from the date of the signed contract.  After one year, rental rates are subject to change.

 Associated Charges

Event Operation Charges: In addition to the rental fee, rental groups are responsible for all direct labor costs incurred by University Libraries that are necessary for the proper operation and maintenance of the facility. These costs include, but are not limited to:  facility operations staff, IT staff, environmental services staff, ushering, paramedics, security and traffic personnel. The amount of staff assigned to an event will be determined based on the size and nature of the event. Rental groups will also be charged for any special cleaning, maintenance, or repair resulting from the event or activity.

 After Hours Charges: In addition to the rental and event operation fees, any group that schedules an event outside of the facility's administrative business hours must pay the personnel costs incurred in keeping the facility open past its posted public operation hours.  The Libraries reserves the right to limit rentals to administrative business hours.

 Equipment Charges: Additional charges may be assessed for use of any equipment, e.g. PA systems, podiums, tables, chairs.  These items may need to be rented from an outside vendor with approval from University Libraries.

 Deposits:

1. General Public Groups – A 50% deposit is required and must be submitted with the signed rental agreement.  Rooms are not guaranteed until the signed agreement and deposit have been received.  Due date is noted on the rental agreement.  The balance is due one week prior to the event.
2. University Departments/Academic Units -- A completed eRequest is required and must be submitted with the signed rental agreement.  Rooms are not guaranteed until the signed agreement and eRequest have been received.  Due date is noted on the rental agreement.
3. Student Organizations – No deposit is required, however, a signed rental agreement must be submitted.  Rooms are not guaranteed until the signed agreement has been received.  Due date is noted on the rental agreement.  

Student Organization Guidelines:  Reservation requests must be submitted online at least one week prior to the event date.  Reservations include use of the existing furniture in the room, furniture may not be rearranged, and additional furniture cannot be brought into the room.  Reserved rooms are limited to two hour periods.  Use of the room must be for academic purposes and not social functions.  Only one reservation and one room per week are allowed.  Reservations may only be made for the current quarter.  Additional charges may be incurred for use of AV equipment.  The Buckeye Reading Room (260) and the Campus Reading Room (1120) are not available under the “No Charge” policy.  These rooms are available for a fee at the University Department rate. 

Cancellation Fees: The termination of a rental agreement by either party can only occur if notice is provided to the other party at least thirty (30) days before the lease term begins. If University Libraries cancels due to unforeseen events, the deposit will be refunded in full.  If the rental group terminates an agreement less than thirty (30) days before the event, they will forfeit the full 50% mandatory deposit plus any expenses incurred by University Libraries in preparation of the anticipated event. 

Outstanding Balances: Any group with an outstanding balance that exceeds 30 days from the end date of the group's last lease will not be allowed to utilize space until the outstanding balance is paid in full. Any outstanding balances that exceed 90 days will be sent to the Ohio State University Department of Accounts Receivable for collection. A finance charge of 1.5% per month, or an annual rate of 18%, will be charged to all outstanding balances. Any group whose outstanding balance exceeds 90 days may be denied future use of the facilities.

Facility Request Process

Any use of the University Libraries locations for functions must be scheduled through administrative services for University Libraries.  Groups wanting to reserve spaces must submit their request online at least one week prior to the event.  Special requests/larger events may require more processing time.  Requests are processed Monday through Friday from 8:00 am to 5:00 pm. Rooms are not guaranteed until a signed rental agreement and deposit or eRequest have been received.  Rental fees are guaranteed for one year from the date of the signed contract.  After one year, rental rates are subject to change.  Confirmation of the request will be made by University Libraries once it is determined that the space is available and the requirements of the event are satisfactory. For more information and the Rental Request Form, please visit our website.  

 Liability

Each facility user shall indemnify and hold harmless University Libraries, The Ohio State University, its Trustees, officers, employees, agents, programs and entities against all damages, claims, liability due to loss of the property of others or any other liability arising out of its use of Thompson Library or any other University Libraries facility.  The facility user is responsible for the payment of any damages to or loss of University Libraries’ property if it occurred as a result of the preparations or clean up for, or during the actual event itself.

Food Service

Rental groups are not permitted to bring their own food or beverages to any indoor or outdoor facility or activity space without the prior approval of University Libraries. Catering and concessions should be coordinated through University Catering, the preferred caterer of University Libraries or another University Libraries approved caterer.  A catering site fee will be added to all catering orders and paid directly back to University Libraries.  Please see Catering Information Document for details.

Alcoholic beverages and all forms of illegal substances are strictly prohibited.  All guests must abide by University Libraries no smoking policy.

NOTE: The university has an exclusive beverage contract with the Coca-Cola Company that must be complied with in any facility at The Ohio State University.  

All deliveries must be coordinated through University Libraries.  University Libraries does not have the ability to store event items for long periods of time before or after an event.  University Libraries cannot assume any responsibility for items left by a caterer, rental company or facility user.

Signage & Decorations

No signage or decorations are permitted without the prior approval of University Libraries.  Tape, tacks or nails are not allowed on any walls, woodwork, tables, monitors or screens.  Facility users will be billed for any damages that occur during their event. 

Walk-Through

Rental groups will be required to do a walk through of the rental space during administrative business hours prior to their event.  The condition of the room and any damages will be documented.  Rental groups will also be charged for any special cleaning, maintenance, or repair resulting from the event or activity. 

Vending

Rental groups are not allowed to sell products, or contract with outside vendors to sell products, in a University Libraries facility without the prior written approval of University Libraries and The Ohio State University. 

Outdoor Facilities

University Libraries does not guarantee alternate indoor facilities, or rain dates, in the event of inclement weather; however, it will make every effort to find space or alternate dates. If University Libraries cancels due to unforeseen events, deposits will be refunded in full. If the rental group terminates an agreement less than five (5) days before the event, they will forfeit the full 50% mandatory deposit plus any expenses incurred by University Libraries in preparation of the anticipated event.

Parking

Parking is governed by OSU Transportation and Parking. Parking hang tags, permits and garage parking must be secured from Transportation and Parking and are the sole responsibility of the renting group. Additional information on parking can be found at: http://www.tp.osu.edu.

 Policy Exceptions

Any exceptions to this policy require the approval of University Libraries.

 (revised October 2010)