Meeting Room Guidelines
Meeting Room Guidelines
What is a Meeting Room
Most of our library locations have a meeting room available for public use. Please check with your library location or this list to see where meetings rooms are located across our system. Meeting rooms are best suited for groups of people and are larger than our study rooms. Library staff would be happy to show you a meeting room before making a reservation to see how well it meets your needs.
Who Can Use a Meeting Room
Anyone 18 or older can reserve a meeting room. No library card is required. Meeting room use is free, except when the purpose is for social gatherings, like parties or showers. In those instances, a $50 fee is required. All meetings must be open to the public, except when a fee has been paid for a social event. More details available below.
How To Reserve a Meeting Room
You can make your reservation online, opens a new window. All meeting room requests are subject to staff approval. By requesting to use a library meeting room, the group acknowledges that the event is open to the public and that a library staff member may greet the group to say a few words. When you reserve a meeting room, you agree to the Meeting Room Policy and these guidelines.
How Much Does it Cost to Reserve and Use a Meeting Room
Meeting rooms are free to reserve and use for events that are not primarily social events. No fees are charged for activities such as: meetings, discussion groups, planning sessions, support groups, etc.
Events for purely social purposes, which include but are not limited to, parties, showers or receptions (e.g. weddings, birthday parties, anniversary parties, baby showers, or other celebrations) are permitted, but groups or individuals reserving the meeting room will be charged a base fee of $50.00 for the use. After the event, it is the responsibility of the attendees to return the meeting room to its original state.
How Often can a Meeting Room be Reserved
If you would like to use a meeting room on a monthly or less frequent basis, you can submit your request up to 6 months in advance of the meeting date.
If you would like to use a meeting room on a more frequent basis, you can submit your request up to 2 months in advance of the meeting date.
If you would like to use a meeting room on consecutive days, you can submit your request, which if approved is permitted for a one-time special meeting.
When a Meeting Room can be Used
All meeting rooms are available during public service hours from opening until 30 minutes before closing. Find all the hours of all library locations here.
The Library reserves the right to cancel or change any meeting if circumstances at the Library so demand.
If the Library must close due to emergency situations or inclement weather, all meetings scheduled during the closure will be cancelled.
The Deer Park and North Central branches offer before-hours access to their meeting rooms starting at 8:30 a.m. (Monday thru Saturday). Note that for Deer Park, it is Meeting Room A that is available for before-hours access.
The Oakley branch offers before and after hour access to their meeting room. Before hours access starts at 8:30 a.m. (Monday thru Saturday) and after hour access starts when the branch closes at 6 p.m. and lasts until 8 p.m. (Wednesday thru Saturday).
The responsible party will use an assigned one-time use access code to gain entry to the meeting room upon arrival.
Before and after-hours meeting room use does not allow access to the rest of the library.
A walkthrough for orientation of the space during regular Library hours is required prior to the first use.
Groups approved for before or after-hours use must designate an individual to be responsible for ensuring the meeting room is clean, all lights and electronic equipment is turned off, and the outside exit door is firmly closed and locked when exiting the building.
What Does CHPL Ask of You
The Library will approve and schedule meetings that comply with our policy and that will not disturb other library activities or customers.
All groups and individuals must follow the Standards of Library Behavior, opens a new window.
Please be sure to leave the room as you found it after your meeting is over.
Library staff may not have the capacity to assist with things like rearranging furniture.
The Library reserves the right to withdraw permission for meeting room use when conditions so warrant.
The Library reserves the right to stop meetings which interfere with or are disruptive to the normal operations of the Library.
The person requesting use of a meeting room will be held responsible for the orderly conduct of the group and for any loss or damage to library property or equipment.
No gambling, games of chance, bingo, casinos or wagering of any kind may be a part of any program, meeting, or event.
No promotion, sale of items, or services is allowed in any library meeting room.
Storage of personal property, equipment and/or supplies is not permitted in the Library.
What Can be Asked of CHPL
Library staff will be on hand to answer questions.
Library staff will happily show any meeting rooms available at that location if the meeting room is not currently in use.
Attendance is limited by meeting room capacity, so please feel free to check with library staff on room capacity based on whether your attendees will be seated, seated with tables, or standing. This information is also listed online.
In the event of an accident, please let library staff know so that we can get you connected with first aid resources and take any appropriate measures to help ensure your safety.
Public restrooms are available for use by groups using a meeting room.
As a Publicly Funded Institution, Here Are Some Specific Rules You Must Follow
Commercial usage
- No promotion, sale of items or services is allowed in any library meeting room.
- Attempting to raise funds for any purpose is not permissible.
Political usage
- Any action or event organized by a campaign committee or group designed specifically to promote or oppose a candidate or ballot issue is not permitted.
- Meetings at which candidates will discuss current election issues are permitted provided the event is hosted by a non-partisan, non-profit organization (i.e. League of Women Voters) and all candidates for the same office have been invited.
- Meetings held by a campaign committee or political party/group to plan a campaign or political activity are permissible.
- Also permissible are meetings held by elected officials to gather input or communicate with their constituents.
- Use of a meeting room to plan a fund-raising campaign or event is permitted.
Religious usage
- Discussion groups studying religious topics are permitted.
Food and Drink
- Refreshments may be brought into meeting rooms.
- Alcoholic beverages of any type may not be brought into, served, or consumed on the Library’s premises.
- Tobacco may only be used on library property in compliance with Ohio law.
- Candles, chafing dishes, or open flames of any kind may not be used in any meeting room.
- Some of our meeting rooms have a kitchenette. If they do, it’s listed on our website, opens a new window, or you can call the library location with any questions.
Setup and Technology Expectations
Technology varies from meeting room to meeting room so please check the website, opens a new window or contact Library staff in advance of making a reservation to see what might be available. Individuals and small groups must use library meeting rooms as they are furnished.
Please include set-up and clean-up time in your meeting room request.
Please check in with Library staff to walk through the meeting room space you are interested in using before submitting your request. This can be helpful to ensure the room has appropriate space and technology for your meeting or event.
Wi-Fi is available in all meeting rooms.
Individuals and/or small groups are encouraged to bring their own cords, coupling, and other equipment they might use. The Library is not responsible for equipment, supplies, or any other materials owned by the individual and/or small group and used in the Library. Storage of personal property, equipment and/or supplies is not permitted in the Library.
Meeting rooms at some locations are equipped with mounted audio-visual screens. Individuals and/or small groups who wish to use these services should contact the Library staff at that location for assistance with set-up.
We may not have equipment that can accommodate Apple devices. Please check with Library staff at the location you are considering for your meeting or event.
How to Let Others Know About Your Meeting
Except as a designation of location, the name and contact information of the Library should not be used in any publicity for a meeting. For example, the Library is not a partner or sponsor.
In accordance with Library policy, opens a new window, groups will not be permitted to post signs or distribute petitions or materials on library property without approval of the location manager. Unauthorized material will be removed.
Liability Clause
Groups or individuals using meeting rooms shall indemnify, defend and hold harmless the Library its trustees, officers, agents, and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group's or individual's use of the Library.
