Meeting Rooms

Policy

 The primary purpose of the meeting rooms at Avon Lake Public Library is to provide facilities for library-related activities. Needs of the Library for use of the meeting rooms take precedence over use by outside groups.

As a community service, the Library makes its meeting rooms available for use by community, non-profit and professional organizations for educational, cultural, civic, social, political and religious purposes. Groups may use the meeting rooms both for private meetings and to present to the general public, consistent with the informational, educational, recreational or cultural purposes of the Library, and must be non-soliciting in nature. Groups using the meeting rooms must not disrupt the normal functions of the Library.

Board of Library Trustees
Revised, July 2010

View Our Meeting Room Calendar

Reservations

  • To reserve a meeting room, the person in charge must be at least 18 years of age.
  • Rooms must be reserved in advance. Tentative reservations can be made by phone, 440.933.8128, or in person at the Circulation desk.
  • Reservations are guaranteed once the Meeting Room Application and fee are received. Applications are available at the Circulation desk.
  • Meeting space may be reserved for use only during normal hours of operation.
  • Reservations are made on a first come/first served basis.

Rooms may be booked…

The Gallery3 months in advance
McMahan Room6 months in advance
M. Jean Parke Room3 months in advance
Friends Room (evenings & weekends only)  3 months in advance

Standing or ongoing meetings may be booked one year in advance.

Audio-Visual Items

Kitchen Furnishings
Gallery & McMahan  Room

Computer/laptop Multimedia projector Document camera Wireless Internet

Sound system

VCR/DVD player

Slide projector
Chalk & white boards
Easel

Appliances: Refrigerator Microwave

Heating oven

Dishwasher

Flatware
Electric warmer
30 & 50 cup coffee pots
Carafes

Fees

  • The Waugaman Gallery

    Seating with tables and chairs – 60
    Maximum people – 300

    One time use………………………………$10

    Monthly………………………$50 annually

    2x Monthly……………..$65 annually

    3x Monthly………………….$75 annually

    Weekly……………………….$100 annually

  • M. Jean Parke Conference Room

    Maximum people – 18

    One time use………………………………$10

    Monthly………………………$25 annually

    2x Monthly……………..$35 annually

    3x Monthly………………….$45 annually

    Weekly………………………..$50 annually

  • McMahan Meeting Room

    Seating with tables and chairs – 45
    Maximum people – 150

    One time use………………………………$10

    Monthly………………………$50 annually

    2x Monthly……………..$65 annually

    3x Monthly………………….$75 annually

    Weekly……………………….$100 annually

  • Friends Room

    Maximum people – 25

    One time use………………………………$10

    Monthly………………………$25 annually
     
    2x Monthly……………..$35 annually
     
    3x Monthly………………….$45 annually
     
    Weekly………………………..$50 annually

Due to the high demand for meeting rooms, the fee must be submitted with the request form before the room is permanently booked. Reservation requests without payment will be termed “tentative” and subject to cancellation after 10 days.

Additional fees may be charged if the group’s use of the room results in the need for repair to library furnishings or equipment, or if excessive clean-up by Library staff is required. Damages in excess of normal wear and tear as determined by the Director or the Director’s designee will be charged to the group.

Guidelines

1. A library-sponsored program will take precedence over community groups for use of a tentatively scheduled room on that date or at that time. An attempt will be made to provide an alternate date or time for the group.

2. The name, address, telephone number or e-mail address of the Avon Lake Public Library may not be used as the contact person.

3. The use of the meeting room by a non-library group shall not be publicized in such a way as to imply Library sponsorship of the group’s activities unless the activity is being co-sponsored by the Library.

4. Prompt notification to the Library of cancellation of a meeting is required. The Library does not post signs about such cancellations.

5. An adult leader must be present at all times and be responsible for the supervision for any group of children under the age of 18 using the meeting rooms. Note: The Library’s Safe Child Policy forbids children under 8 years of age to visit the Library unaccompanied by an adult.

6. The meeting/program must be held within the confines of the meeting room and cannot cause disturbance to those using the Library’s public areas.

7. Refreshments may be served in the meeting rooms. Smoking, use of open flames and alcoholic beverages are prohibited. Groups are responsible for protecting carpeting and tabletops from damage and stains. A group serving refreshments is responsible for cleaning up following its meeting. Damages in excess of normal wear and tear as determined by the Director or the Director’s designee will be charged to the group.

8. Artwork displayed in meeting rooms may not be moved or touched.

9. Library meeting rooms may be used by political groups for regular meetings of an organizational nature. They may be used for public forums, debates and candidates’ nights but not for promotion of any one candidate.

10. Library meeting rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fundraising, conducting classes for profit or private social functions. No admission or attendance charge or required donation may be assessed by any non-library group using a meeting room. However, groups may charge a reasonable fee to recover the cost of materials, handouts, craft-making supplies, refreshments, etc. Arrangements for any such fees have to be approved at the time of booking the room reservation.

 11. The Library does not endorse the views expressed by any group or individual using its meeting rooms, but does endorse the right of those individuals or groups to express their views so long as they abide by the policies and rules governing the use for the library meeting rooms. However, all meetings must conform to local community standards of decency.

Request a Meeting Room

Confirmation of your request, regarding availability, will follow.

Any adult making a reservation for a meeting room must agree to assume full responsibility for any damages to the facility or equipment which may occur as a result of the group’s activities. Waste should be placed in the proper receptacles and utensils cleaned and put away. The Library reserves the right to charge additional fees if the room requires repair beyond normal use.

The Library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting rooms.

Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.

The Board of Library Trustees reserves the right to amend these regulations at any time. For good cause, the Director may waive any meeting room regulation and may deny or cancel any application for reservation of meeting room space.