Meeting Room Policy

Created; May 2008
Adopted: September 9, 2008
Reviewed: September 5, 2012

General Statement

The Ohio County Public Library Board of Trustees invites and welcomes any nonprofit responsible organizations from Ohio County and surrounding counties to use the library meeting rooms. The rooms are available to support library programs and functions and for the use of organizations engaged in educational, cultural, intellectual, civic or charitable activities.

Local business may use the facilities if the program has an educational focus and has the library directors' approval. Products or services may not be advertised or sold except in conjunction with a library program with the exception of authors engaged in book signings or artist performing or exhibiting in the room. The rooms may only be reserved by patrons 18 years of age and older.

Library meetings and programs have preference over all other types of meetings.

The fact that a group is permitted to meet at the library does not constitute an endorsement of the group's policies or beliefs by the library Board of Trustees or staff.


Rooms are reserved on a first-come, first-served basis and normally will be assigned no more than 6 months in advance. The Library reserves the right to limit the number of uses during a single week by any one group.

Reservations are arranged with the library director. Reservations should be made at least 24 hours prior to use of the room.


There is one large room that can be divided by panels into two smaller rooms. A kitchenette is available for use by groups serving light refreshments. Groups must furnish their own equipment and supplies. Users are responsible for set up of rooms for their use, returning room to original set up upon leaving, and ensuring rooms and kitchenette are in a clean and neat condition, with all trash disposed of.


Smoking or use of other tobacco products is not permitted anywhere on library property, either within the building or on the premises. Alcohol is not permitted anywhere on library property, either within the building or on the premises.

All open flames, including the use of open candles, are prohibited.

All activities in the meeting room(s) shall be conducted in a manner so as not to disrupt the normal use of the library facilities by the public nor any normal library function; no dangerous or hazardous activity or activity increasing the risk of fire, casualty or accident shall be allowed to occur in the meeting room.

Groups using the library agree to reimburse the library for any property damage sustained by meeting in the room, the library's facilities and building, or the furniture or equipment of the library arising from their use of the meeting room, and to reimburse the library for the reasonable cost of any special or additional janitorial service made necessary or advisable because of their use of the meeting room(s).

The library assumes no responsibility for personal belongings of persons attending meetings; neither does it guarantee parking facilities for those planning to attend the meeting. Attendees of meetings need to park in the lot across the street from the library.

Rooms may not be reserved for parties, receptions, weddings or worship services.

Crafts for children are prohibited unless they are part of a program arranged and supervised by the library.

Beverages containing red, purple, or orange dyes are prohibited (i.e. grape juice, fruit punch).

Misuse of meeting room(s), leaving the room(s) in a disorderly condition, or failing to use the room(s) when scheduled, may bar a group from future use of library facilities.

Meetings may only be scheduled Monday through Friday during library hours. Meeting must end 30 minutes before library closes.

Groups composed of minors (under 18 years) must have adult chaperones, and supervision must be provided for young children.

Do not affix items to walls, ceilings or any piece of library property.

Telephones messages for anyone attending a meeting cannot be taken except in case of an emergency.

A caregiver or parent must accompany children under the age of 7 at all times. Adults attending meetings must not leave children under the age of 7 unsupervised in the children's area or anywhere else in the library.

The library reserves the right to divide a room when appropriate if there is more than one request for the same period.

A $25 deposit is required for one room, and a $50 deposit is required for both rooms, for clean-up purposes. Deposits will be returned if no additional clean up is necessary.

Donations are always accepted.

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