Barberton Library - Meeting Room Policy

The primary purpose of the Barberton Public Library's meeting rooms is to provide a space for library and library-related activities. The needs of the Library and the Friends of the Barberton Public Library will take precedence.

Community groups and sponsors of educational and cultural events are welcome to use the meeting room subject to availability and adherence to the following policies and guidelines.

Applications for use of the meeting room may be made up to (6) six months in advance with the following exceptions:

1. Annual special events: Use of the room for single occasion events occurring annually may be made no more than one (1) year in advance.

2. Barberton-area community groups who make regular, monthly use of the Library as their meeting place may reserve the facility for an entire year at a time to facilitate their program schedule.

All applications must be approved by the Library Director or designee. Applications are available at the Customer Service Desk or on the library’s website. Once an application has been approved, a copy of the form will be given to the group and a tip sheet highlighting the guidelines for room use will be attached.

Persons requesting use of the meeting rooms must have a valid Barberton Public Library card.

The meeting rooms are available during normal Library operating hours and are provided free of charge to non-commercial groups. Meetings must complete ten (10) minutes before closing to allow for attendees to exit the building in a timely fashion.

Business and commercial groups may use the meeting room for sales meetings, conferences, and training sessions. The room may not be used for the sale or promotion of business products or services, except in conjunction with a Library program. The fee for up to three hours of such use is $100 per meeting. An additional charge of $35 will be imposed for each hour or portion of an hour that the meeting extends beyond three hours. The fee must accompany the completed application form.

Meeting rooms are not available for private parties or meetings of a strictly social nature unless sponsored by the Library or the Friends of the Library.

Admission or related fees are not permitted. The signer of the meeting room application, who must be an adult, 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. Young children accompanying adult users of the meeting room shall not be left unattended in the Library.

A representative from the group using a Library meeting room must complete and return an attendance card after the meeting. Cards may be turned in at the Customer Service Desk or the Reference Desk.

Refreshments may be served as long as they remain in the meeting room area. Use of the kitchen in the Spillette Meeting Room may be requested and incurs a $10.00 fee. Smoking and alcoholic beverages are prohibited. Groups serving refreshments are responsible for providing all serving utensils and for cleaning up following their meeting.

Storage of personal property, equipment and/or supplies is not permitted in the Library.

The name, address, or telephone number of the Library may not be used as the official address or headquarters of any organization other than the Friends of the Barberton Public Library.

The name, address, and phone number of the person reserving the room is a matter of public record. Upon request, this information will be shared with anyone seeking to contact that individual or the group he/she represents.

Library audiovisual equipment is available only upon prior reservation and only to groups which have an experienced operator or which make arrangements in advance for training by library staff.

Library staff will provide set up/break down services (chairs, tables, and other equipment) if requested in advance. Groups using the Meeting Room are not permitted to perform this function on their own. If a group fails to request the set up in advance, a $50.00 fee will be assessed to that group to provide for the set-up and break down by Library staff.

The Library reserves the right to deny use of the meeting rooms to any organizations which or individuals who have abused their privileges in the past. The Library also reserves the right to cancel or reschedule any meeting or to limit the frequency of use by a single group

The Library does not discriminate on the basis of race, color, national origin, religion, gender, sexual preference, age, or physical limitation in making its premises available for use. The use of the meeting rooms by a group does not imply endorsement by the Barberton Public Library of the policies or purposes of the group. Meeting room use should not be publicized in such a way as to imply Library sponsorship.

The Library Board of Trustees and the Library staff do not assume any liability for groups or for individuals attending any meeting or program in the Library.

All library policies have been designed to maximize available resources and ensure accessibility. They are always subject to review and revision by the Board of Trustees as necessary.

Approved by the Board of Trustees, February 26, 2009.

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