The primary purpose of the meeting rooms of the Elyria Public Library System is to provide facilities for Library related activities. Needs of the Library for use of the meeting rooms takes precedence over use by outside groups.
As a community service, the Library makes its meeting rooms available for use by nonprofit (501c3) organizations when it is not being used for Library related activities. Meetings must be open to the general public, free of charge and non-soliciting in nature. Organizations using the meeting rooms must not disrupt the normal functions of the Library. Use of the meeting rooms does not constitute endorsement of the organization by the Library Board of Trustees or Library staff.
The Library will provide tables and chairs. Each organization is required to set up tables and chairs for their meeting and are required to return these items to their original position after the meeting is concluded. Library audio-visual equipment will not be available for use by outside organizations.
Guidelines for Meeting Room Use
1. Fund raising events are not permitted unless sponsored by the Library or the Friends of the Library.
2. Refreshments may be served.
3. Smoking is prohibited in the Libraries.
4. Meeting space may be reserved for use only during normal hours of operation. The meeting room shall be put back to its original condition and the meeting room vacated by closing time of the Library.
5. Reservations for a meeting room will be accepted no more than three (3) months in advance with the understanding
that the needs of the library may result in rescheduling or canceling the booking. Phone reservations must be followed
up with a meeting room application form available at the Central Library and the West River Library.
6. Minors may reserve and use meeting rooms as long as they can meet all meeting room requirements.
7. The name, address, or telephone number of the Elyria Public Library System may not be used as the contact person.
8. Prompt notification to the Library of cancellation of a meeting is required.
9. Use of the meeting rooms is free.
10. Library sponsored program and activities may be scheduled before or after library hours, at the discretion of
the Library Director.
11. 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 rooms.
12. The 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 organization’s activities.
13. The Library Board of Trustees reserves the right to amend these regulations at any time. For good cause, the Library Director may waive any meeting room regulation and may deny or cancel any application for reservation of meeting room space.
Approved June 9, 2003 |
