Public Library of Cincinnati and Hamilton County
Guidelines
Groups and tutors and/or mentors using Library meeting rooms agree to the above policy and to the following procedures:
- Application forms for any meeting room use by non–Library groups must be submitted to the Office of the Deputy Librarian (Main Library Services) for use of Main Library meeting rooms and to the Office of the Deputy Librarian (Extension Services) for branch meeting rooms. Application forms may be obtained by contacting either Office in person or by telephone or at the Information Desk of the Main Library or at any branch.
- Applications to use Library meeting rooms must be received by the Library at least 10 days before the proposed meeting but no more than 3 months in advance.
- A copy of the approved form is returned to the organization's representative as confirmation of the reservation.
- On the meeting date, the confirmation must be submitted to Library security personnel at the Main Library or the person in charge at the branch before the room will be made available.
- In general, by requesting to use a Library meeting room, a group acknowledges its willingness to be addressed at sometime during its meeting by a Library staff member concerning Library services if such an address can be scheduled by Library staff.
- Meeting rooms are available during public service hours and must be vacated 15 minutes before closing time.
- No advertising of groups scheduled in Library meeting rooms may be done except through the Library's Public Relations Department located in the Main Library.
- Attendance is limited by maximum room capacity. Smoking is not permitted in Library meeting rooms.
- Refreshments may not be brought into Library buildings without prior approval. Only light refreshments will be permitted; the group serving them will be responsible for any clean up following the meeting. No alcoholic beverages of any type may be brought into, served, or consumed on the Library's premises.
- In general, organizations must use Library meeting rooms as they exist; therefore, no furniture or equipment may be moved from, brought into, or shifted in these rooms without prior permission. No Library audiovisual equipment is furnished in any Library meeting room.
- At the time that the meeting rooms are reserved, approval must be sought for the use of such items or equipment as: exhibits, posters, pictures, flags, electrical equipment, projectors, tape cassette players, radios, televisions, computers, etc.
- Storage of personal property, equipment and/or supplies is not permitted in the Library.
- Accidents must be reported to the staff member in charge who will report the incident according to Library procedure.
- No Main Library facilities are provided for parking; parking is allowed at those branches where space is available.
- A representative from the group using a Library meeting room must complete and return an attendance card after the meeting to the Information Desk at the Main Library or to the staff member in charge at a branch.
- A disclaimer shall be posted outside all meeting rooms which states that the use of the meeting room by a group does not imply endorsement by the Public Library of the policies or purposes of that group.
