MULTIPURPOSE ROOM POLICY
It is the policy of the Library that meeting rooms may be used by non-profit and for-profit organizations free of charge. Entrance fees/admissions charges are prohibited. Items and/or services may not be sold (excluding meals and program materials). No private parties may be held. All meetings, of any sort, must be open to the public.
The Library's policy is subject to change and may be revised.
A library card is required for all meeting room reservations. The card holder must be at least 18 years of age to reserve a meeting room.
The person submitting the application accepts the Library's policy and procedures for the use of the meeting room and takes responsibility to see that all conditions of use are followed. Registration twenty-four (24) hours in advance is preferred.
The Library reserves the right to cancel or change any meeting if circumstances at the Library so demand. The Library reserves the right to cancel meetings with less than twenty-four (24) hours notice due to acts of nature or situations warranting an emergency closing of the library facility.
Organizations can schedule meetings up to four (4) months in advance. Due to high demand, organizations may be limited to one reservation per month, with a maximum limit of five reservations per month. Cancellations should be made as soon as possible to allow others to use the rooms.
Notices posted in the library or submitted to the media announcing the meeting must first be approved by the Manager or his/her designee.
Alcoholic beverages and smoking are prohibited in library facilities. The kitchens in multipurpose rooms are available upon request, however no supplies will be provided. Red punch or red-colored beverages may not be served.
Arrangements can be made for use of Library-owned equipment at the time of application. Available equipment is listed in the online room descriptions, however the condition of the equipment cannot be guaranteed. Library staff is not available to run or maintain this equipment during the meeting. The Library reserves the right to cancel the use of equipment if needed for a library-sponsored event.
Groups may not use the library staff telephones.
Carpooling is recommended due to the limited parking in many library parking lots. The Library may request that groups arrange for off-site parking. There is a charge for parking in the Main Library parking garage.
An adult (18 years or older) must be present during any use of the library meeting rooms.
Tables and chairs are available. Set-up and take-down of the chairs and tables is the responsibility of the group. Clean-up of the room is expected and required. Failure to comply may result in the assessment of a cleaning fee or loss of privileges.
Meetings held in the library meeting rooms must not disturb normal library operations. The Library reserves the right to stop meetings that are disruptive to normal library operations.
The Library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using the meeting rooms in any way as determined by the Library, including but not limited to: violation of any of the preceding policy and procedures, disruptive behavior, vandalism, theft, and failure to appear for a scheduled meeting. The acceptance of Library policy and procedures (electronically or in person) assigns responsibility for loss or damages to the room and loss or damage to any Library property or equipment used during the meeting to the person submitting the application. Meeting room users are expected to adhere to the library's hours unless an after-hours meeting has been previously scheduled. Failure to exit the building on time may result in the loss of meeting room privileges.
At the Main Library, no after-hours meetings may be scheduled.
After-hour meetings may be scheduled in most branches, however all meetings must be scheduled to begin at least one half hour before closing time, and all attendees must be secured in the meeting room by the time the library closes for business. (After-hours are highlighted in yellow on the online reservation schedule). Allowing attendees to enter the building and/or leave and return, after hours, is prohibited. No public meetings will be scheduled to begin prior to opening.
Columbus Metropolitan Library, affiliated organizations and strategic partner groups may use the meeting room facilities for fundraising events. In these cases, exceptions will be considered for after-hours events. After-hours fundraising events at Main for strategic partner groups may require a charge to cover additional expenses incurred by the library.