Meeting Room Policy – For Use by the Public
The primary purpose of the meeting rooms at the Conneaut Public Library is to provide facilities for library related activities. Needs of the Library for use of the meeting rooms take precedence over use by an outside group.
As a community service, the library make its meeting rooms available for use by non-profit groups when not in use for library activities. Groups may use the meeting room both for private meetings and to present programs for the general public. Programs that are open to the general public must be open to all, consistent with the informational educational, or cultural purpose of the library and must be non-soliciting in nature. Meeting rooms are available on a first come first serve basis using an online application used for meeting room reservations under the guideline approved by the board of trustees. Private gatherings should be considered meetings, not parties, dinners, showers, or other private social functions by outside individuals or groups.
The following equipment maybe available for use by outside groups of organizations; tables, chairs, microphone, overhead projector, laptop, television, dry erase board, kitchenette supplies. Library use of this equipment takes precedence over outside groups or organizations. The Library will set up tables, chairs and other equipment as required. Use of this equipment must be requested at the time of reservation.
The Library does not endorse the views expressed by any group or individual using the meeting room but does endorse the right of those individuals or groups to express their views so long as they abide by the policies and rules governing the use of the Library meeting room.
· The use of the meeting room is free, the meeting or program is to be held during library hours. However, donations will be accepted to assist the cost of maintaining meeting room facilities and equipment.
· Reserving the meeting room the person in charge must be 18 years of age. Minors may use the meeting room provided an adult is both in attendance at the meeting and signs the application form. An adult leader shall be present at all times and be responsible for the supervision of any groups of children under the age of 18 using the meeting room. Preschool children cannot be left unattended outside meeting room.
· The Library is required to report statistics on the use of the meeting rooms.
· The meeting/program must be held within the confines of the meeting room and shall not cause disturbance to those using the library’s public area without prior library approval.
· No decorations, posters, or any other material may be displayed in the meeting room without prior approval.
· During a meeting or program that is not open to the public, no admission fee or donation request is permitted. No items may be sold unless for profit of the library or approved author visit. However, groups may charge a reasonable fee to recover the cost of materials, handouts, craft making supplies, refreshments, etc. Arrangements for any such fees have to be approved at the time of booking the room reservation using the Conneaut Public Library’s online booking application.
· The Library may, on occasion, sponsor classes offering instruction in skills. Tuition fees to cover costs of supplies may be charged. The Library may also allow its meeting rooms to be used by local school systems or area colleges or universities. In such a case, tuition fees may be charged.
· The name, address or telephone number of the Conneaut Public Library may not be used as a contact person.
· The use of the meeting room by a non-library group shall not be publicized in a way to imply Library sponsorship of the group’s activity unless the activity is being co-sponsored by the Library.
· Meeting room may be reserved for use only during normal hours of operation. Meetings may not be scheduled on holidays. Programs or meetings must end 15 minutes prior to the Library closing time, unless prior arrangements have been approved by the Executive Director or Assistant Director. The meeting rooms are available M-TH 9:00-6:45 Fri 9:00-4:45pm, and Sat. 9:00-12:45.
· If refreshments are served, attendees are to be clearly advised by the group leader that food and/or refreshments are not to be taken into other library areas. Groups are expected to return meeting room facilities to their original condition.
· Prompt notification to the Library of cancellation of a meeting is required. It is the group leader’s responsibility to notify its members/audience if the scheduled meeting of program is to be cancelled. The Library does not post signs about such cancellations.
· An online application is used for booking of the meeting room must be filled out and will be approved by a Library supervisor.
· Failure to abide by these rules for meeting rooms use may be justified for denying the group further use of the meeting rooms.
· The Library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting room.
· Any adult making a reservation to reserve a meeting room must agree to assume full responsibility for any damages to the facility or equipment which may occur as a result of the group’s activities.
· The Library Board of Trustees reserves the right to amend these regulations at any time. For good cause, the Library Executive Director or Assistant Director may waive any meeting room regulation and may deny any application for reservation of meeting room space.
Adopted by the BOT Date: 1/26/2023