Rental Policy

The Ohio State University Libraries 

Room Rental and Reservation 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 two weeks in advance.

Spaces available to rent in William Oxley Thompson Library include: 

  • Mortar Board Room (202)
  • Conference Room (204)
  • Multipurpose Room (165)
  • Scholars Seminar Rooms (458, 459, 460) 
  • Outdoor Roof Terrace (480)
  • Buckeye Reading Room (260) 
  • Campus Reading Room (1120)

For space availability at other University Libraries locations, please contact the Library Event Manager at libevents@osu.edu.

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

Group Definitions

University Department/Academic Unit is any official Ohio State University office or department with a university budget. University departments/academic units must pay internally via Workday and be free of unresolved issues related to prior use of University Library facilities.

Recognized Ohio State Student Organizations must be registered and free of unresolved issues related to prior use of University Library facilities. 

General Public is 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/staff 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. Additional costs will be the responsibility of the rental group. 
  6. Meetings held in University Libraries must not disturb normal Library operations. University Libraries reserves the right to disallow or stop events that are disruptive to normal library operations.
  7. University Libraries must have the appropriate signed rental agreement and payment prior to the event date. The due date will be noted on the rental agreement.
  8. Groups renting space will be held financially responsible for any special cleaning, maintenance, or repair resulting from the event or activity.
  9. Groups renting space may not charge admission to their event.
  10. 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.
  11. University Libraries is not responsible for any lost, stolen, or damaged property belonging to the members of rental groups utilizing the facilities.
  12. 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.
  13. All University Libraries are smoke-free, alcohol-free facilities.
  14. Requests for use of space on weekends and after hours will be evaluated on an case-by-case basis. If request is approved, additional charges will apply. 

Rental Fees

  1. General Public: Full Rate (See Rental Rates)
  2. University Departments/Academic Units: 50% discount (See Rental Rates)
  3. Recognized Ohio State Student Organizations: See Guidelines

The length of the rental period includes preparation, set-up, and tear ­down/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.

Additional Charges

Event Operation Charges: In addition to the rental fee, rental groups are responsible for any other direct labor costs incurred by University Libraries that are necessary for the proper and safe operation of the event and maintenance of the facility. These costs include, but are not limited to: facility operations staff, security staff, IT staff and cleaning staff. 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.

After Hours Charges: Rentals are not allowed to take place outside of posted public hours of operation. If an exception is made, additional charges will apply. University Libraries reserve the right to limit rentals to its posted public hours of operation.  

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. The deposit/payment due date(s) will be noted on the rental agreement. Full payment will be required one week prior to the event.
  2. University Departments/Academic Units – A completed Workday Requisition is required and must be submitted with the signed rental agreement. Rooms are not guaranteed until the signed agreement and Workday payment have been received. The due date will be 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 and full payment has been received. The due date will be noted on the rental agreement. .

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 two weeks 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 payment 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 University Libraries Room Rental.  

Liability

Rental groups 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(applicable to non-OSU customers only). 

Rental groups will be 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 should be coordinated through University Catering. A catering site fee will be added to all catering orders and paid directly back to University Libraries.

Alcoholic beverages and all forms of illegal substances are prohibited. Requests for exceptions to serve alcohol can be made by university departments through University Catering.

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 and 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 Viewing

Rental groups are encouraged to do a walk-through of the rental space during administrative business hours prior to their event. During the walk-through, rental groups can test the AV equipment and determine if the setup will suit their needs.

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 CampusParc and is the sole responsibility of the renting group.

Policy Exceptions

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