Meeting Room and Library Grounds Policy (https://wcpl.info/about/policies/meeting)
Effective Date: May 20, 2019; Revised: April 10, 2023
The primary purpose of the 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 Library will take precedence. When not needed for library purposes, meeting rooms are available for use by the public. The Library does not discriminate on the basis of race, color, national origin, religion, gender, sexual orientation, age, or physical limitation in making its premises available for use. The Library reserves the right to cancel or reschedule any meeting.
Library meeting rooms are available free of charge for the following groups/individuals:
• Local businesses, groups, and organizations
• Elected officials to gather input or communicate with his/her constituents
• As a polling location
• Political candidates, political action committees, and other political advocacy groups, either
issue related or candidate, are allowed to use library meeting rooms under the following
o Solicitation or receipt of campaign contributions is prohibited
o Activities and materials must remain in the meeting room, with no activity in the
adjacent parts of the library building or on library grounds
Meeting rooms are not available to non-library groups or individuals for:
• Promotion or sales of services or products
• Conducting classes for profit
• Private social functions (birthday, showers, holiday parties, to name some examples.)
Meeting rooms may not be reserved in advance for tutoring. However, tutors may use a room if it is available when needed for a tutoring session.
Meetings shall be open to the public. Organizations presenting programs or conducting business meetings may wish to limit public comments to the last part of the meeting or program. Any such limitations should be announced at the beginning of the meeting and should in no way interfere with the public’s ability to attend, observe, or listen to the program.
Meetings held in library meeting rooms must not disturb normal library operations. The Library reserves the right to stop meetings or activities that are disruptive to normal library operations or that otherwise violate the Patron Behavior Policy.
Groups or individuals who display disruptive or harassing behaviors during meetings or programs may be asked to leave by library staff or library security. Failure to stop improper behavior when asked to do so will result in the offending person(s) being asked to leave library property immediately. Failure to leave if asked is a violation of the Ohio Criminal Trespass Statute and will result in the authorities being called.
The Library reserves the right to reject any meeting room request, or cancel any reservation, if it is determined that the group (or person making the reservation) has abused past privileges as determined by the Library. This includes, but is not limited to, violation of this policy and/or the Patron Behavior Policy.
The Library reserves the right to cancel or change any meeting room reservation with 24 hours’ notice if circumstances at the library so demand. The Library reserves the right to cancel meeting room reservations with less than 24 hours’ notice due to acts of nature or situations warranting an emergency closing of a library facility.
No admission or attendance charge or required donation may be assessed by any non-library group using a meeting room.
The Library may permit presenters at library-sponsored programs to sell merchandise related to the subject or activity of their programs. Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library.
The Library makes no endorsement, express or implied, of any non-library event or activity held in the meeting room. Publicity of such events must include a disclaimer to this effect, or it shall not be publicized in any way that implies sponsorship by the Library.
Room set-up is each group’s responsibility. The room must be left in the condition in which it was found unless other instructions are given.
Specific procedures and rules related to the use of meeting rooms vary from location to location. These include but are not limited to how far in advance and how frequently a meeting room may be reserved.
The Director or the Director’s designee must approve all reservations.
Groups or individuals agree to waive and release the Wayne County Public Library, its staff, and its Board of Trustees from any and all liability, claims, actions, and causes of action for loss, damages or injury arising from the use of the premises or facilities of the Library. Groups or individuals further agree to indemnify and hold harmless the Wayne County Public Library from any and all liability, loss, and expense that Wayne County Public Library may incur due to groups or individuals’ usage of the Library’s premises or facilities.
A representative of the group shall complete and sign a Meeting Room Application prior to the meeting date. The signer of the Meeting Room Application, who must be at least 18 years old, is responsible for the orderly conduct of the group, including supervision of any children under the age of eighteen. In the event of any damage to library property and/or equipment that individual will be liable.
Meeting room use may be denied to anyone falsifying a Meeting Room Request Application or failing to comply with this policy.
Use of the library lawn and parking lot for events is limited to events sponsored or co-sponsored by the Library or the Friends of the Library.