Meeting Room Use

Meeting Room Use, Rules, and Conditions

1. Library use of the meeting rooms takes precedence over all other uses. The library reserves the right to change meeting rooms or cancel use of meeting rooms by an outside individual, group, or organization if the Director or the President of the Board of Trustees determines the space is needed for library purposes. If the Library must close due to emergency situations or inclement weather, all meetings scheduled during the closure will be cancelled. Closures are announced on the Library’s Facebook page and website. The user may reschedule a cancelled meeting, based on room availability and within a reasonable time frame.
2. The library provides meeting rooms for the public to use, as long as the gathering does not disturb other library activities or guests. Users of the room are subject to, and must comply with, the Standards of Library Behavior policy.
3. Meeting room use may be denied to anyone failing to comply with the policy, rules terms and conditions, or Standards of Library Behavior. The Library reserves the right to withdraw permission for meeting room use when conditions so warrant and to stop meetings which interfere with or are disruptive to the normal operations of the Library.
4. Reservations will be held for 10 minutes past the requested start time. If the user has not arrived by that time, the reservation will be cancelled. The library requests at least a 24-hour notification in the event of a meeting cancellation.
5. Meeting rooms are available only during Library hours and must be vacated 30 minutes before closing. A representative from the group must check in prior to occupying the room. The meeting rooms cannot be occupied prior to or after the specified time without prior approval. Please check out when vacating the room.
6. 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 utilizing its meeting rooms. The user will not imply that the library is a sponsor of the meeting in publicity or during the meeting.
7. The user is required to both set up and breakdown the room, returning the room to its original condition, unless instructed otherwise. Library staff are not responsible for setting up or assisting with set up or break down of the room.
8. The user is responsible for any clean up following the meeting. If professional cleaning is required, charges will be passed on to the responsible user.
9. Tables, chairs and audio/visual technology may be available for use with advance notice, or the user may arrange to bring their own equipment and/or supplies. The user should be aware that meeting room technology may not be compatible with their personal devices and should inquire in advance what technology is available for use. The library is not responsible for equipment, supplies, or any other materials owned by the user.
10. The user cannot attach to or hang items on meeting room walls or ceilings. Tape, tacks, and other fasteners may not be used on library walls or equipment. If the room or equipment is damaged, the repair or replacement cost will be paid for by the responsible user.
11. Alcoholic beverages or drugs of any type may not be brought into, served, or consumed on the library’s premises. Smoking on library premises is not permitted.
12. Light refreshments may be brought into library meeting rooms; however, candles, open fire (Sterno, etc.) and/or cooking, other than use of the microwave (if available), are not permitted.
13. Inflatables, such as bounce houses and slides, are not permitted.
14. The library cannot store equipment and/or supplies, personal or otherwise, for any non-library meeting room function. If the user has reserved the room for consecutive days, all materials and items brought into the room by the user must be removed at the end of each day.
15. Library staff are not permitted to receive materials sent by or sent to people using the meeting room. In addition, library staff are not permitted to take telephone messages for guests attending meetings or events.
16. Damage and/or accidents must be reported immediately to the staff member in charge, who will report the incident according to library procedures.
17. Staff-only areas are considered off limits to all meeting room guests.
18. Meeting room capacities must not be exceeded. Branch capacity information is listed on the room reservation system and posted in the meeting rooms.
19. The Clermont County Public Library does not permit a person, other than a law enforcement officer or person otherwise authorized by law, to possess a firearm, dangerous ordnance, or other deadly weapon in a Library building.
20. By requesting to use a library meeting room, the user of the meeting room acknowledges their willingness to be addressed at some time during its meeting by a library staff member.
21. For safety reasons, the user cannot remove, cover, or otherwise conceal any of the required safety items in the room including but not limited to emergency exits, maximum occupancy sign, and/or fire alarm pulls. The user cannot materially alter the room such that it hinders the safety features, such as covering sprinklers, removing fire extinguishers, covering emergency signals for hearing impaired persons, or putting up materials that deaden sound so that fire alarms aren’t heard, etc.
22. Groups or individuals using meeting rooms shall indemnify, defend, and hold harmless the Library, its trustees, officers, agents, and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group’s or individual’s use of the Library.

Meeting Room Use Rules Terms and Conditions revised August 2023, effective September 1, 2023.