Meeting Room Policies and Guidelines
Library meeting rooms are available on a first come, first serve basis. If you wish to reserve a meeting room, please review the policy. Complete and submit a meeting room application.
Meeting Room Policy
The primary purpose of the library’s meeting rooms is to provide a space for library and library-related activities. The needs of the library and the Friends of the Library will take precedence. The library reserves the right to cancel or reschedule any meeting.
Library meeting rooms are available free of charge during regular library business hours, subject to the stipulations below, to educational, cultural, civic, social, political, religious, professional, or other non-profit organizations, or to persons volunteering as tutors as part of a non-profit program.
Library meeting rooms are available to for-profit groups during regular library business hours for a charge of $50 for the first four (4) hours and $20 for each additional hour.
Meetings may be scheduled outside regular library hours pending the availability of library staff for a charge of $10. The fee will be waived for Clinton County nonprofit service agencies. Meetings will begin no earlier than 8 a.m. and end no later than 8 p.m.
Meetings rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fundraising, conducting classes for profit, or private social functions. Meetings shall be open to the public. No admission or attendance charge or required donation may be assessed by any non-library group using a meeting room. Groups using the meeting room shall vacate the room fifteen (15) minutes before closing time of the library.
The Library may permit presenters at library-sponsored programs to sell merchandise related to the subject or activity of their programs. The Library will grant this permission either to reduce the cost of the program to the library or to raise funds for the Friends of the Library. Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library.
The Director or his or her designee must approve all reservations. The Library Board of Trustees may deny the use of meeting rooms to individuals and groups that have not previously complied with the provisions of the meeting room policy or that falsify a meeting room application.
A meeting room may be reserved up to 12 months in advance of the meeting date. Groups may use a meeting room once a month; however a limited series of weekly meetings may be scheduled at the discretion of the Director or his or her designee. A representative of the group should complete and sign a Meeting Room Request form prior to the meeting date. The signer of the Meeting Room Request form, who must be an adult, is responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment that individual will be liable. A group using a meeting room more than once for the same purpose need only complete the form annually; a copy of the completed form will be kept on file at the library.
Attendance in the Kirk Room is limited to the approved seating capacity of 39 persons.
Refreshments may be served, but are restricted to the meeting room and are not permitted in other parts of the library except during library-sponsored events. Tobacco products and alcoholic beverages are prohibited. A group serving refreshments is responsible for providing all serving utensils and for cleaning up following its meeting.
Groups are responsible for arranging the chairs, tables, and other equipment to meet their own needs. Following their use of the room, groups must return the room to its original state. If the room is not left in a clean, orderly condition, a $25 custodial fee may be charged. Storage of personal property, equipment or supplies is not permitted.
The library makes no endorsement, express or implied, of any non-library event or activity held in the meeting room. Publicity of such events must include a disclaimer to this effect.
Should the Library close due to an emergency or inclement weather, all meetings will be cancelled. Every effort is made to report all unscheduled closing to WLWT (Cincinnati) and on the Library’s Facebook page.
The Board and library staff do not assume any liability for groups or individuals attending any meeting or program in the library.
- Hours of scheduling should include time required for both set-up and take down.
- Groups meeting on a continuing basis should renew their application in December of each year.
- Accidents must be reported to a Library staff member who will report the incident according to Library procedure.
- An adult leader shall be present at all times and responsible for the supervision of any minors using the meeting rooms.
- The use of candles or open flame is not permitted.
- No tape or thumbtacks are to be used on Library walls or equipment.
- Meetings shall be conducted with respect for the rights of other Library users, the Library staff, and the safety of persons, equipment and Library property.