Conneaut Public Library
Meeting Room & Spaces Policy
Purpose
The Conneaut Public Library provides meeting rooms and spaces for library-sponsored or co-sponsored programs which meet the library’s civic, informational, cultural, educational, and recreational service goals. Library-sponsored or co-sponsored programs have first priority in scheduling.
The library may partner with organizations or businesses to provide fee-based services when such partnerships serve public interest and align with the library's mission.
2. Availability & Eligibility
When the meeting rooms and spaces are not in use for library-sponsored activities, they may be reserved for the purposes and in the manner outlined in this policy.
Available spaces include:
Meeting Room A
Meeting Room B
Study Room A
Study Room B
Flex Room
Conference Table
Archival Room
Rooms may be reserved on a preferred-status basis by:
Organizations with 501(c)(3) tax-exempt status
Nonprofit organizations operated exclusively for charitable purposes as defined in ORC 5739.02(B)(12)
Local community organizations and committees
Groups requesting space for group-study use
Organizations affiliated with local schools, school districts, city or county government, or other libraries (verification may be required).
The public may not be excluded from attending meetings held by eligible organizations. Reservations are approved by the Library Program Coordinator on a first-come, first-served basis.
The library reserves the right to discontinue meeting room for use by any group that disturbs normal library operations, abuses the privilege of use, or for any other reasonable cause.
3. Scheduling & Hours
Meeting rooms/spaces are available only during designated public service hours. Entry before opening or remaining in the building after closing is not permitted. Meetings must end, and rooms must be vacated 15 minutes prior to closing.
Meetings may not be scheduled on holidays. Prior arrangements are required if a program needs to extend past normal hours and must be approved by the Director.
The library may cancel reservations with at least two weeks’ notice, except in cases of weather, utility issues, or other circumstances beyond library.
Groups should notify the library of cancellations at least 48 hours in advance. Frequent or repeated cancellations may result in suspended reservation privileges
4. Use of Library Identity
The library’s name, address, or telephone number:
May not be used as the headquarters or contact information for any organization meeting at the library
May not be included on promotional materials unless the program is library-sponsored
Must not be used in any way that implies library endorsement or sponsorship without explicit approval
Marketing materials should include a contact number for the group hosting the event.
5. Room Use Requirements
Total reservation time must include all setup and cleanup time. Rental periods begin when the room is open. Groups are responsible for arranging furniture as needed and restoring the room to classroom style at the end of use. Furniture may not be moved into or out of meeting rooms.
Events must remain contained within the reserved meeting room and must not disturb library patrons.
No decorations, posters, or materials may be displayed without prior approval.
Group leaders must supervise minors under 18 at all times. An adult must sign the reservation form and be present throughout the meeting.
No admission fee or donation request may be charged for non-public meetings. Groups may charge only enough to recover costs for materials or refreshments, with prior approval at the time of booking.
6. Food & Refreshments
Simple refreshments may be served only in designated rooms. Groups must leave the space clean and in its original condition. A minimum charge of $50 may be applied to the library card of the individual reserving the room for damages beyond normal wear.
Food and refreshments may not be taken into other library areas.
Groups must supply their own utensils and supplies
7. Equipment & Technology
Groups must bring and operate their own equipment unless arrangements are made in advance. A cart is available upon request.
Groups showing videos are responsible for obtaining necessary performance licenses and indemnifying the library for failure to do so.
Wireless internet is available. Use of library audiovisual equipment must be arranged during reservation and checked out with a Conneaut Public Library or CLEVNET card in good standing (under $10 in fines). A $50 replacement fee applies to lost equipment.
Equipment that may be available includes:
Tables
Chairs
Television
Dry-erase board
Kitchenette
Laptops
Audio/Video Equipment
Library use of equipment always takes precedence over outside groups.
The library will set up tables, chairs, and other equipment as required.
8. Liability
The library is not responsible for property left before or after meetings, or for lost or damaged items. Overnight storage is only allowed for back-to-back reservations.
The individual reserving the room assumes full responsibility for any damage to the facility or equipment.
The library is not liable for injuries, loss, or damage to persons or property associated with meeting room use.
9. Statistics & Reports
Groups must list the number of participants on the booking form. If it changes, please email the Program Coordinator at ashley.sharp@conneaut.lib.oh.us after your event.
10. How to Reserve a Meeting Room
Reservations can be made by email or by phone.
Email the Program Coordinator at ashley.sharp@conneaut.lib.oh.us
Call 440‑795‑5026 ext. 1260
A Conneaut Public Library or CLEVNET card in good standing (fines under $10) is required to make a reservation.
11. Policy Enforcement & Amendments
Failure to follow these rules may result in denial of future meeting room use.
The Library Board of Trustees may amend this policy at any time. The Library Director may waive regulations or deny applications for good cause.
Adopted by the BOT Date: 1/22/2026