Policies · Meeting Rooms

Policy

As a way of supporting our mission and vision, the Library welcomes the use of its meeting rooms within the guidelines that accompany this policy. Please note: First priority in the use of Library meeting rooms will always be given to Library sponsored and co-sponsored programs and to programs held in cooperation with the Library.

Guidelines

By reserving a meeting room, groups and individuals using Library meeting rooms agree to the Meeting Room Policy and to the Meeting Room Guidelines.

  1. All meetings, except for those for which a fee has been paid, must be open to the public.
  2. Requests must be made by individuals who are at least 18 years of age, are not barred from the Library premises as described under the Standards of Library Behavior and who submit in advance for approval and confirmation, a Request for Meeting Room application. When a fee is required for a meeting room and the reservation for a meeting room must be cancelled, fees paid will be refunded minus a $5.00 processing fee.
  3. Meeting rooms may be requested for use on a monthly or less frequent basis up to 12 months in advance of the meeting date. Requests to use meeting rooms on a more frequent basis may be submitted up to two months in advance of the meeting date. Use of a meeting room on consecutive days is permitted for a one-time special meeting
  4. The Library will approve and schedule only those meetings which will not disturb other Library activities or patrons. All groups and individuals must comply with the Standards of Library Behavior. The Library reserves the right to withdraw permission for meeting room use when conditions so warrant and to stop meetings which interfere with or are disruptive to the normal operations of the Library.
  5. The person requesting use of a meeting room will be held responsible for the orderly conduct of the group and for any loss or damage to Library property or equipment. No gambling, games of chance, bingo, casinos or wagering of any kind may be a part of any program, meeting, or event.
  6. By requesting to use a Library meeting room, a group acknowledges its willingness to be addressed at some time during its meeting by a Library staff member.
  7. Meeting rooms are available during public service hours or through special arrangement and must be vacated 15 minutes before closing. The Library reserves the right to cancel or change any meeting if circumstances at the Library so demand. If the Library must close due to emergency situations or inclement weather, all meetings scheduled during the closure will be cancelled.
  8. Except as a designation of location, the name and contact information of the Library may not be used in any publicity for a meeting.
  9. In accordance with the Solicitation in the Library policy, groups will not be permitted to post signs or distribute materials on Library property without approval of the location manager. Unauthorized material will be removed.
  10. No promotion, sale of items or services is allowed in any Library meeting room.
  11. Any action or event organized by a campaign committee or group designed specifically to promote or oppose a candidate or ballot issue is not permitted. Meetings at which candidates will discuss current election issues are permitted provided the event is hosted by a non-partisan, non-profit organization (i.e. League of Women Voters) and all candidates for the same office have been invited. Meetings held by a campaign committee or political party/group to plan a campaign or political activity are permissible. Also permissible are meetings held by elected officials to gather input or communicate with his/her constituents.
  12. Discussion groups studying religious topics are permitted.
  13. Attempting to raise funds for any purpose during a meeting is not permissible. Use of a meeting room to plan a fund-raising campaign or event is permitted.
  14. Attendance is limited by meeting room seating capacity.
  15. Refreshments may be brought into Library meeting rooms. The group serving them will be responsible for any clean up following the meeting. Alcoholic beverages of any type may not be brought into, served, or consumed on the Library’s premises. Tobacco use may only be used on Library property in compliance with Ohio law. In addition, candles or open flames of any kind may not be used in any meeting rooms.
  16. Organizations must use Library meeting rooms as they are furnished. Organizations may be responsible for their own meeting room setup.
  17. Meeting rooms at some locations are equipped with mounted audio-visual screens. Groups who wish to use these services should contact the Library location staff for assistance with set-up. The Library does not provide any equipment or supplies for public use. Groups may arrange to bring their own equipment and/or supplies with prior notification on application. The Library is not responsible for equipment, supplies, or any other materials owned by the group and used in the Library.
  18. Storage of personal property, equipment and/or supplies is not permitted in the Library.
  19. Accidents must be reported to the staff member in charge who will report the incident in accordance with Library procedure.
  20. Public restrooms are available for use by groups using a meeting room. For those individuals or groups using the Main Library, there is no access to the two locked restrooms located adjacent to the meeting rooms as these facilities are only available for Library-sponsored events.
  21. Events for purely social purposes which include but are not limited to parties or receptions (e.g. weddings, birthday parties, anniversary parties, or other celebrations) are permitted, but groups or individuals reserving the meeting room will be charged a base fee of $50.00 for the use. An additional fee, to be determined by the Library, may be added if Library staff or other resources are required for the event.
  22. Groups or individuals using meeting rooms shall indemnify, defend and hold harmless the Library its trustees, officers, agents, and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group's or individual’s use of the Library.

Effective: 5/1/2015

Meeting Room Reservation Form

To reserve a room, use our online request form.