Akron-Summit County Public Library

Policy Statement Covering Use of Library Meeting Rooms

Branch Library Meeting Rooms
Main Library Meeting Rooms

Branch Library Meeting Rooms

Branch libraries of the Akron-Summit County Public Library contain meeting room space. These facilities are intended primarily for library-related activities such as story hours, film programs, book reviews, staff meetings, discussion groups and other events sponsored by the library and intended to encourage use of library materials and services. When these facilities are not needed for library-related activities, they are made available to non-profit community groups for use in accordance with the meeting room policy adopted by the Board of Trustees of the Akron-Summit County Public Library.

The American Library Association Library Bill of Rights adopted by the ASCPL Board of Trustees in 1970 includes the following statement regarding public use of meeting rooms:

Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Within this broad concept, the ASCPL Board of Trustees makes library meeting rooms available without charge to non-profit community groups under the following conditions:

Use is limited to non-profit organizations, units of government and appointed or elected government officials.
All meetings held in library meeting rooms must be open to the public, free of charge.
Facilities may not be used by organizations for commercial purposes or for private parties or celebrations.
All publicity by the organization about the meeting must state clearly that the library is merely the site of the meeting and not its sponsor. The agreement of the library to make meeting room space available does not imply that the library either advocates or endorses the viewpoints expressed in the meeting or by meeting sponsors or speakers. If the organization engages speakers to address the meeting, the organization is responsible for all arrangements regarding the speaker.
All meetings must be conducted in an orderly manner and in accordance with the regulations set forth in Main Library and in the branch libraries.
When not required for library purposes, meeting rooms are available for and are used by many community groups. Each library agency will develop rules and regulations for the use of the meeting room based on its experience with the use of the space by groups in its community. These rules will determine the frequency of use and number of advance bookings that may be made by an individual group; consequently rules and regulations may vary between agencies. Library meeting rooms may not normally be used by any organization for ongoing classes or instructional purposes generally presented in a classroom.
As indicated earlier in this statement, library meeting rooms are made available to outside groups only when they are not needed for library purposes. On the rare occasion that the library finds it must use its space unexpectedly for its own purposes, even though a community group has reserved it, the library will make every effort to provide the group alternate space or an alternate meeting time in library space. In reserving a library meeting room, an organization assumes the risk that the library may need to preempt the space for its own purposes.

This policy does not restrict the library, however, from engaging commercial or professional resource people as speakers in library-developed and sponsored programs nor does it prohibit the library or its affiliated groups such as the Friends of the Library from using library meeting rooms for book sales and other fund- raising events, the purpose of which is to support the needs and mission of the library.

Approved by the Board of Trustees March 24, 1994

Main Library Meeting Rooms

To schedule Main Library meeting rooms call 330-643-9095.

The Main Library of the Akron-Summit County Public Library system has meeting rooms and other facilities available for use by non-profit community groups, units of government, appointed or elected government officials, public and private corporations, and businesses. ASCPL does not discriminate in making its premises available for use on the basis of race, color, national origin, religion, gender, sexual preference, age, or physical limitation. The fact that the Library grants permission to a client to use its facilities in no way constitutes endorsement of the policies or beliefs of the client by the Library.

In most cases, non-profit community groups, units of government, and appointed or elected government officials may apply for a waiver and/or reduction of fees associated with the use of Main Library facilities. In cases where a non-profit designation is not readily apparent, proof of tax-exempt status may be required to establish eligibility for fee waiver and/or reduction. In that case, the group must qualify as a tax exempt organization under Section 501(C) (3) or other tax exempt section of the IRS Code and must submit a copy of their current letter of exemption to the Marketing Events Specialist. Applicants applying for fee waiver and/or reduction must agree to the following:

Any member of the public may enter the event at any time and may fully participate in the event.

No entrance fee may be charged, no collection may be solicited, and no purchase may be required of those attending the meeting.

All events held at ASCPL's Main Library must be conducted in an orderly manner and in full compliance with applicable laws, regulations, and Library rules. Failure to comply may result in the event participants being asked to leave the Library immediately and, furthermore, may result in the client being barred from using Library facilities in the future.

Public notice of all events will be posted by the Library. The Marketing Events Specialist or other Library staff may enter any event at any time.

Library sponsored and co-sponsored events

At the Library's discretion, any event sponsored or co-sponsored by the Library may be exempt from this policy and exempt from fees.

Reservation priorities

The Library has first priority on all dates. The Friends of Main Library and other groups closely associated with the Library have second priority on all dates. All others have third priority on all dates and, generally, may reserve space up to three months in advance.

Application and deadlines

All applicants planning to use a Main Library meeting room or other facility must submit a completed and signed ASCPL Application for Use of Main Library Facilities form. All fees are due when the application is submitted. All monies paid are refunded if the event is cancelled ten or more calendar days prior the day of the event. If the event is cancelled fewer than ten calendar days prior to the day of the event, the Library will refund fifty per cent of monies paid.

After-hours events must be scheduled at least 14 calendar days in advance.

Repeated cancellations may result in future applications being denied.

The maximum number of times any one client may reserve the use of Library facilities is twelve times per year.

Fees Charged

The Library Board of Trustees approves the fees charged to use the Main Library meeting rooms and other facilities.

Event hours

Event participants using Library facilities while the Library is open must vacate the meeting room(s) and/or Auditorium promptly at the end of the reserved time. All after-hours event participants must vacate the premises by midnight. Library facilities are not available on days when the Library is closed for a holiday.

Client is responsible for damage

The client using the space agrees to pay for any and all damage to that space. This includes but is not limited to walls, floors, grounds, equipment, and furniture. Damage to Library property may result in future applications being denied.

Gambling

The Library does not allow any gambling, bingo, casinos, or wagering of any kind as an element of an event.

Sale or marketing of goods or services

Except for the Friends of Main Library, events that have as their primary purpose the sale or marketing of goods or services are prohibited. Ancillary selling or marketing - such as selling recordings at the end of a concert - is permitted. The Library reserves the right to limit selling or marketing activities.

Food, beverages, catering

Food and beverages are permitted in most areas of the library. The Library's approved caterers provide a wide range of food and beverage options. A client who wants to provide food and/or beverages at an event must select from the list of approved caterers.

Alcoholic beverages

The library will only consider requests to serve alcohol during the hours the library is CLOSED to the general public.

Cash bars, the sale of drink tickets, and self-service bars are strictly prohibited. The library does not permit "BYOB" (bring your own beverage) functions. A client who wants to provide alcoholic beverages at an event must select from a list of bartender services approved by the Library.

According to the Ohio Department of Commerce, Division of Liquor Control (DLC), "no liquor permit is required if an organization intends to provide beer, wine, or spirituous liquor at a private function where access is restricted to invited guests only, such as a reception, for which no admission fee is charged or any alcoholic beverages sold."

Non-profit organizations requesting to serve alcoholic beverages at an event other than the above, such as a fund-raising event, must apply for a Temporary Permit from the DLC at least 45 days prior to the date of the event. Please note that the DLC only provides temporary permits to non-profit organizations and verification of that status is required as part of the application process. The DLC provides several types of temporary permits. A list of those permits available for events to be held in the library and their fees is attached.

Clients requesting to hold such an event are responsible for obtaining and paying for the proper permit from the DLC prior to the event. More information and application forms can be found at the DLC's website at http://www.liquorcontrol.ohio.gov.

The original Temporary Permit must be supplied to the library at least 14 days in advance of the event.

Any client with final approval by the library to serve alcohol is required to have an Akron police officer present during the hours alcohol is being served. The library will make arrangements for this security, and the additional cost will be paid by the client.

Library staff and security personnel reserve the right to remove any person from library property.

Alcohol is not permitted in any branch library of the Akron-Summit County Public Library.

Decorations

Decorations, including but not limited to helium balloons; stickers of any kind; and bubble, fog, and smoke machines, are not permitted in the library. All decorations must be freestanding; nothing can be attached to any walls or doors. All decorations must be approved by the Marketing Events Specialist prior to the event.

Candles

Use of votives and/or enclosed candles is allowed but must be approved prior to the event by the Marketing Events Specialist.

Security

Appropriate security, as defined by the Library, is required for all after-hours events and will be provided by the Library at the client's expense.

Smoking

The Library is a smoke-free facility; smoking is prohibited in all Library facilities.

Entertainment, music

The performer or disc jockey must provide any necessary extension cords and cables. All extension cords and cables must be taped down with non-residue tape to the satisfaction of the Marketing Events Specialist. The use of Duct Tape is not permitted. The performer or disc jockey must use the freight elevator to move equipment in and out of the building. Public elevators are not to be used to move equipment.

Fees for Use of Main Library Meeting Facilities
Approved by the Board of Trustees, December 16, 2004

The fees listed below are per hour, or part of an hour. When the Library is closed, a three hour minimum usage fee will be charged.

Space (capacity-chairs only)	Open Rate	Closed Rate
Meeting Room - small (50)	$50 / hour	$100 / hour
Meeting Room - large (100)	$75 / hour	$150 / hour
Auditorium (425)	$100 / hour	$200 / hour
Kitchen	$25 / hour	$50 / hour
High Street Atrium (varies)	Not Available	$200 / hour
Akron Police Officer (if required)	Not Available	$25 / hour

The fees above will allow the Library to recover the costs associated with usage of the various meeting room facilities.

Approved by the Board of Trustees December 16, 2004