Meeting Room Policy
Purpose: The primary purpose of library meeting rooms is to provide facilities for library use and library-related activities. Library meeting rooms are also available during regular library business hours to educational, cultural, civic, social, political, religious, professional or other non-profit organizations or to volunteer tutors as part of a non-profit program. The needs of the Library, the Friends of the Ashland Public Library, the Ashland Chapter of the Ohio Genealogical Society, adult education classes like GED/ABLE and any other library-associated organization will take precedence. Library functions have the right to pre-empt scheduled meetings. Advance notice will be given in this event. The library makes no endorsement, express or implied, of any non-library event or activity held in the meeting rooms.
Limitations: Meeting rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fundraising, conducting classes for profit, or private social functions. Meetings are open to the public. All non-library groups using the meeting rooms cannot charge fees, solicit funds or take collections. Groups using meeting rooms shall conclude their meeting 30 minutes prior to the library’s closing time. (The library may permit presenters at library-sponsored events to sell merchandise related to their programs. The library will grant this permission either to reduce the cost of the program to the library or to raise funds for the Friends of the Ashland Public Library. Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library.)
Applications: The Board of Trustees encourages fair usage of the library’s meeting rooms by various community groups with diverse interests. A representative of a requesting group should complete and sign an application prior to the meeting date. A group using a meeting room more than once for the same purpose need only complete an application annually; a copy of the completed form will be kept on file. A meeting room may be reserved up to 12 months in advance of the meeting date, and a group may have up to 12 meetings scheduled at any time. The director or his/her designee must approve all applications.
Responsibilities: The signer of the application, who must be an adult 21 or older, is responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment, that individual will be liable. The contact person is also responsible for filling out the meeting room attendance forms posted in each meeting room and also for signing in at the circulation desk the day of the meeting. Noncompliance with requirements could jeopardize future use. Those using meeting rooms must adhere to the library’s Policy for Public Behavior on Library Property and not exceed the Fire Marshall’s room capacity limits of 100 for the Stockwell (f.k.a. large meeting) Room, 35 for the Page (f.k.a. small meeting) Room and 10 for the conference room. All groups must have one person in attendance 21 years of age or older. Smoking and alcoholic beverages are prohibited.
Cancellations: If a cancellation becomes necessary, the group should notify the library as soon as possible, at least 24 hours in advance. No fees will be returned if this provision is not met. Groups or individuals who do not notify the library of a cancellation could lose future meeting room privileges. Also, the library reserves the right to cancel or reschedule any meeting.
Refreshments: Refreshments may be served only in the Stockwell Room for a $5.00 fee, paid in advance. Users will be billed for any cleaning costs or damages. Groups using the kitchen facilities in the Stockwell Room must supply their utensils, dishes, coffee urns, table covers, or other necessities. Refreshments are restricted to the Stockwell Room and are not permitted in other parts of the library except during library-sponsored events. Non-library groups may not serve refreshments in the Page Room or the conference room.
Set-Up and Clean-Up: The library will provide a standard set-up (tables and chairs) for all groups. Groups are responsible for arranging the chairs, tables and other equipment to meet their own needs. Following room usage, groups must return the room to its original state. A movie screen is available in the Stockwell Room; limited AV equipment is available for a fee and users are liable for any damage to equipment, which must be requested prior to the meeting room use.
Publicity: Any publicity being released to the media for events occurring in library meeting rooms must be approved by the library director. Use of the meeting rooms by any organization should not be publicized in any way that implies sponsorship by the library.
Liability: The library board and staff do not assume any liability for groups or individuals attending any meeting or program held in the library. Groups using the meeting rooms are financially responsible for any damage or injury arising from use of the meeting room. Groups also agree to hold harmless the Ashland Public Library, its Staff and Board of Trustees and indemnify them for any claim, suit, judgment, cost, expense, or responsibility of any kind whatsoever arising from the use of the property, premises or facilities of the Ashland Public Library.
Board Approved August 12, 2010