Meeting Room Policy
The Clermont County Public Library, as an institution of education and democracy, welcomes the use of its meeting rooms. Library meeting rooms are available on equal terms to all individuals or groups “hereinafter referred to as (user)” within the community. No admission, attendance charge, or donation may be assessed to the individuals attending an event, meeting, or program. Library meeting rooms are available for a non refundable charge of $10.00 per day per use, payable at the time the meeting room is reserved. Any additional donations to the library are gratefully accepted. First priority in the use of library meeting rooms will always be given to library. All scheduling will be done on a first-come, first served basis. When the meeting rooms are not scheduled for library functions, the meeting rooms at all Clermont County Public Libraries are available for use.
The user of the library meeting rooms agrees to abide by the rules and regulations established by the library. A representative of each group is expected to read this policy and rules in advance and is required to sign a Request for Use of Meeting Room form, each time, before using the meeting room. The form assigns responsibility for damages or loss to the room, furnishings and/or equipment to the user sponsoring the event, meeting, or program.
Meeting rooms are only available during regular library services hours. Reservations for the meeting rooms will be accepted only up to 3 months in advance of the meeting date. The library is unable to guarantee availability for regularly scheduled meetings. The library reserves the right to change meeting room locations or dates if the Executive Director or Board of Trustees determines the meeting room is needed for library purposes.
The person signing the Request for Use of Meeting Room application must be at least 18 years of age. A reservation for a group of people who are under age 18 years must be made by a supervising adult, and the group must remain under adequate adult supervision at all times. Meeting room use may be denied to anyone falsifying a meeting room application. The library will approve and schedule only those meetings which will not disturb other library activities or patrons. The user 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 injury to individuals. In addition, children must not be left unattended in the library while parents or legal guardians attend events, meetings, or programs.
The user of the library meeting rooms agrees to comply with the Meeting Room Policy, the Meeting Room Rules, and the Clermont County Public Library Standards of Library Public Behavior. Meeting room use may be denied to anyone failing to comply with the policy, rules, or standards. The library is not responsible for injuries, accidents, or acts of negligence that may occur on library premises. The library reserves the right to withdraw permission for meeting room use when conditions so warrant, and to stop meetings which interfere with the normal and safe operation of the library. Reinstatement of meeting room privileges can only be granted by action of the Clermont County Public Library Board of Trustees.
Except as a designation of location, the name and contact information of the library may not be used in any publicity for the meeting. Use of the meeting room does not mean the library endorses the purposes and policies of the user using its meeting rooms. The user will not imply that the library is a sponsor of the meeting in publicity or during the meeting.
Approved as amended by the Clermont County Public Library Board of Trustees: August 8, 2011
Approved as amended by the Clermont County Public Library Board of Trustees: April 16, 2012
Meeting room application (PDF)