Westerville Public Library
The primary purpose of the meeting room at the Westerville Public Library is to provide facilities for library related activities. Needs of the library for use of the meeting rooms take precedence overuse by outside groups.
As a community service, the library makes its meeting room available for use by nonprofit community groups when it is not being used for library related activities. Groups may use the meeting room both for private meetings or to present programs for the general public. Programs which are open to the general public must be open to all, consistent with the informational, educational, or cultural purposes of the library and must be non–soliciting in nature. Groups using the meeting room must not disrupt the normal functions of the library.
The library will provide tables and chairs required by the group or organization. Library audio/visual equipment will NOT be available for use by outside organizations. Library films or other library materials must be obtained for use through normal library circulation procedures. Only the following equipment will be furnished by the library: tables chairs, lectern, projection table, and movie screen. Each group 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 if changed from library setup.
A. Kitchen Facilities – Meeting Room Fees
- The use of the meeting is free if the meeting or program is held during library hours.– However, donations will be accepted to assist in the cost of maintaining meeting room facilities and equipment.
- If the meeting or program extends past library closing hours, a ten dollar [$l0] fee will be charged.
- If refreshments are served in the meeting space, a ten dollar [$10] fee will be charged to defray the cost of clean–up and maintenance. The fee must be submitted with the application. The library will NOT provide dishes, silverware, table covers, or any other kitchen utensils. This policy is not applicable to library related activities.
- An extra fee may be charged if the group's use of the room results in the need for repair to library furnishings or equipment or if excessive clean–up is required by library staff. Imposition of this fee will be at the discretion of the Library Director.
B. Reservations
- To reserve the meeting room the person in charge must be over 18 years of age.
- The room must be reserved in advance. Reservations can be made by phone or in person.
- Reservations are made on a first come, first served basis. Reservations may not be made for meeting room use more than three [3] months in advance.
- Groups are not permitted to use the room until the request has been formally approved.
- If a fee is required for use of the room payment is due with the completed application.
- Meeting space may be reserved for use only during normal hours of operation. Meetings may not be scheduled before the library opens nor may they be scheduled on holidays. Programs or meeting must end prior to library closing time, unless prior arrangements have been approved by the Library Director. Librarians, library custodial staff and/or guard staff have to be scheduled to be on hand in the building to close and secure the premises.
C. Meeting Room Rules
- Reservations for a regular meeting by the same group will be accepted no more than three [3] months in advance. Conditional reservations may be accepted farther in advance with the understanding that the needs of the library may result in rescheduling or canceling the tentative booking.
- In general, a meeting room may be used no more than once a month for private or public meetings by an organization, chapter, division or branch of a group.
- A library sponsored program will take precedence over community groups for use of the tentative scheduled room on that date or at that time. An attempt will be made to provide an alternative date or time for the group.
- The name, address or telephone number of the Westerville Public Library may not be used as the contact person.
- The use of the meeting room by a non–library group shall not be publicized in such a way as to imply library sponsorship of the group's activities unless the activity is being co–sponsored by the library.
- If refreshments are served, attendees are to be clearly advised by the group leader that food and/or beverages are not to be taken into any library areas other than the kitchen of meeting room. Groups are expected to return the kitchen meeting room facilities to their original condition.
- Prompt notification to the library of cancellation of a meeting is required. Fees are refundable provided the library has been given at least seventy–two [72] hours notice of the meeting's cancellation. It is the group leader's responsibility to notify its members/audience if the scheduled meeting or public program is to be canceled. The library does not post signs about such cancellations.
- The library is required to report statistics on use of its meeting rooms.
- An adult leader shall be present at all times and be responsible for the supervision of any groups of children under the age of eighteen using the meeting rooms.
- The meeting/program must be held within the confines of the meeting room and shall not cause disturbance to those using the library's public areas.
- No decorations, posters, or any other materials may be installed or displayed in the meeting room without prior library approval.
- Alcoholic beverages and smoking are not permitted on library premises.
- During a meeting or program that is open to the public, no admission fee or donation requests are permitted. No items may be sold unless for the profit of the library or approved author visit. However, groups may charge a reasonable fee to recover the cost of materials, hand outs, craft making supplies, refreshments, etc. Arrangements for any such fees have to be approved at the time of booking the room reservation.
- The library may, on occasion, sponsor classes offering instruction in skills. Tuition fees to cover costs of supplies may be charged. The library may also allow its meeting rooms to be used by local school systems or area colleges and universities. In such cases, tuition fees may be charged.
- The library does not endorse the views expressed by any group or individual using its meeting rooms, but does endorse the right of those individuals or groups to express their views so long as they abide by the policies and rules governing the use of the library meeting rooms.
D. Responsibilities
- Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.
- 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.
- The group using the meeting room is responsible for setting up tables, chairs, etc. used by the group and for returning these items to their original position after the meeting is ended if changed from library setup.
- Any 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 group's activities.
- 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.
Revised: Sept. 21, 1993
