Meeting Room Use at PCPL

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Plain City Public Library Meeting Room Policy

1. The Meeting Rooms of the Plain City Public Library are for use by non-profit groups or organizations which have a cultural, educational, or civic purpose. There is no charge for the use, but a donation will be excepted.

2. Groups may not schedule meetings before or after library hours without the express prior permission of the Director or Assistant Director. A fee will be assessed for any group meeting remaining after library hours.

3. Groups with church or political affiliation may conduct business meetings; however, religious services and partisan political uses are not permitted.

4. The use of meeting rooms for private social functions such as birthday parties, dances, wedding receptions, etc., is not permitted.

5. Groups using library meeting space may not charge admission to the meeting or request donations.

6. Meetings planned by a company or individual to promote, advertise, or lead to the sale of a product or service, are not permitted.

7. Only the Plain City Public Library or the Friends of the Plain City Public Library may use the meeting room facilities for fundraising activities.

8. Library use of meeting space takes precedence over any other use and the library reserves the right to cancel use of the meeting rooms by any outside organization if the Library Director or Library Board determines that the meeting space is needed for library purposes.

9. Persons booking the meeting rooms must be at least twenty-one (21) years of age. An adult must be present during the entire use of the room by the group.

10. Reservations for meeting room use must be made by completing a reservation form at least forty-eight (48) hours in advance.

11. Reservations are made on a first-come, first served basis.

12. Meeting room reservations are not transferable from one group to another group.

13. Room set-up will be the responsibility of the group using the room.

14. Items may not be left behind or stored in the meeting room beyond the reserved time.

15. A kitchenette is available for use in conjunction with the meeting rooms. The library will not provide dishes, silverware, table covers, kitchen utensils, etc. Any food, beverages, or items left in the kitchenette will be discarded.

16. No decorations, posters or any other materials may be installed on the walls in the meeting room.

17. All groups are responsible for returning the meeting rooms to their original condition. The Board of Trustees reserves the right assess a fee if these conditions are not met.

18. The group using the meeting space shall be financially responsible for any damage to library property, building, furnishings & equipment and shall assume responsibility for all loss, damage, or injury arising from use of meeting space.

19. The library cannot be responsible for any equipment, supplies, materials, clothing, or items brought by any group or individual attending the meeting.

20. The library's name and address may not be used as the official address of any other organization.

21. Alcoholic beverages are prohibited in the library.

22. Smoking and the use of tobacco products are prohibited in the library.

23. Violation of these rules will preclude further use of the meeting rooms.

24. The Library Board of Trustees or the Library Director may, for good cause, deny or cancel, any application for reservation of meeting space, and for good cause, may waive any meeting room regulation.

25. A copy of these rules shall be given to each applicant.

Adopted 2/19/96

Revised 4/20/98

Revised 7/16/01