Plain City Public Library Meeting Room Policy


POLICY: The meeting rooms of the Plain City Public Library are for use by nonprofit groups or organizations which have a cultural, educational, or civic purpose. There is no charge for the use of meeting space. However, donations would be appreciated. Groups using library meeting space must request permission from the Public Services Librarian and adhere to the following guidelines:

• Requests for meeting room use may be made by completing, and submitting to the Public Services Librarian, a meeting room application form at least one week in advance of the requested meeting date.

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

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

• Groups may not schedule meetings before or after the library’s regular operating hours without the express prior permission of the Director or Public Services Librarian. A fee may be assessed for any group meeting outside of the library’s regular operating hours.

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

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

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

• Absolute privacy for groups using library meeting space is not guaranteed.

• Groups may not use library meeting space for the primary purpose of promoting, advertising, or selling a product or service. Meetings planned by a company or individual to promote, advertise, or lead to the sale of a product or service, are not permitted.

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

• 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 an outside organization if the Library Director or Library Board determines that the meeting space is needed for library purposes.

• Persons booking the meeting room 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.

• Up to eight (8) meeting occurrences within a twelve (12) month period may be requested per meeting room application.

• Room set up will be the responsibility of the group using the room. All groups are responsible for returning the meeting room(s) to its original condition. The Board of Trustees reserves the right to assess a fee if these conditions are not met.

• Groups must leave access to emergency exits clear and unobstructed.

• The use of open flames and dry ice is prohibited.

• Groups may not exceed the meeting room’s maximum capacity.

• Items may not be left behind or stored in the meeting room beyond the reserved time. Library staff will dispose of items left in meeting rooms according the library’s Lost and Found policy.

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

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

• 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.

• The Library cannot be responsible for any equipment, supplies, materials, clothing or any other items brought by any group or individual attending meetings.

• The Library restricts the use of its website, logo or other identifiers or promotional material owned by the Plain City Public Library for use by other organizations to promote their meetings or agendas. The Library’s name and address may only be used to alert attendees to an approved meeting location and may not be used to infer an endorsement.

• 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.

• A copy of the rules shall be given to each applicant.

• Violation of these rules will preclude further use of the meeting room.