Meeting Room Policy

Send to friendMEETING ROOM POLICY
The mission of the HOLMES COUNTY DISTRICT PUBLIC LIBRARY is to improve the quality of life of Holmes County residents by designing and providing services. These services will fill their need to know, grow, understand, manage and enjoy the world they live in with freedom of thought.

MEETING ROOM PURPOSE
Integral to the service mission of the library is the provision of meeting room facilities for library-related activities and to community organizations engaged in educational, cultural, intellectual and charitable activities.

AVAILABILITY AND ACCESS
Library-related activities shall have precedence over all other meetings, and programs of community organizations may not interfere with library operations. Facilities will be made available to community organizations engaged in educational, cultural, intellectual and charitable activities on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Meetings that promote or advertise direct sales of products or services are prohibited. Individuals or organizations who request use of the meeting room may-be required to include a disclaimer in their promotional literature that states that the program is not endorsed by the Holmes County District Public Library. The library reserves the right to post signage that informs attendees that the program is not endorsed by the library. The library does not advocate or endorse the viewpoints of meetings or meeting room users. Use of the meeting facilities shall not be publicized in such a way as to imply library sponsorship of community group meetings. Meetings held in library facilities by community organizations must be open to the public. Use of the facilities must be requested 14 days in advance in writing on a meeting room request form provided by the library, and the requestor must agree to accept the terms of this policy as a condition of use. The meeting room may only be reserved by an adult (age 18 years or older) and at least one adult must be present during the meeting. Frequency of use is limited to twice per month by the same group. Meetings may be booked only three months in advance unless granted special permission. Library sponsored programs and events held in the meeting room are exempt from this limit. A separate form must be completed for each date the facilities are requested. Requests will not be taken over the telephone. However, a request form may be submitted to the library by mail at Holmes County District Public Library, Attn: Administrative Assistant, 3102 Glen Drive, Millersburg, OH 44654; or by fax at (330) 674-1938. A request form is not a confirmation of a reservation, and groups should not make plans for an event until they are contacted by the library. The library will provide tables, chairs and equipment, if available. Meetings may be scheduled during regular library hours, excluding legal holidays and Sundays. Meetings must begin prior to the closing of the library and must end by 11:00 p.m. Main library hours can be viewed here. The meeting room will accommodate up to 100 persons.

FEES
Use of the meeting facilities is free of charge, and admission fees are not permitted for programs held in the library since they might restrict access based on an individual or groups ability to pay. No fund raising events are permitted unless sponsored by the library. Users of the meeting room are responsible for setup of tables and chairs and also for cleanup of the room before leaving the library. (This includes returning tables and chairs to original locations, proper disposal of food and drink items.) If the meeting room is not left in the condition it was found, the contact person on the Request Form will be notified by the Administrative Assistant and a fee will be assessed for custodial services or repairs to furnishings and equipment. The library will also accept monetary donations from groups or individuals in appreciation of this service.

FOOD AND DRINK
As a community service, the library makes a small kitchenette available with meeting facilities for light refreshments (i.e. cookies, potato chips, doughnuts, finger sandwiches, coffee, tea, punch, etc.). Community groups must provide their own refreshments, including tea, coffee, cups, cutlery, plates, etc. Alcoholic beverages and meals (hot or cold) may not be served, and food and drink are not permitted outside of the meeting room. Smoking is not permitted in any location inside of the library. Please call the Administrative Assistant at the library at (330) 674-5972 ext. 209 if you have any questions regarding this section of the policy.* *The Board of Trustees of the Holmes County District Public Library reserves the right to make any changes at any time in the use of any and all facilities or equipment of the Holmes County District Public Library.
(Policy revised – 05/25/06; approved – 06/15/06)