Meeting Room Policy

Date Adopted: April 27,1999

Resolution No. 251215-10

Purpose

Library meeting rooms support Library programs and community use. Library-sponsored events, the Friends of the Library, and the Library Foundation have scheduling priority.

The rooms may not be used for private social events (birthday parties, baby showers, etc.). No admission fees, fundraising, or solicitation are permitted. Groups/Individuals using a room cannot claim, suggest, or imply Library sponsorship or endorsement. The Library’s name, address, or phone number cannot be used as an organization’s contact information. Library approval for the use of rooms by outside groups does not imply the Library's endorsement of the group.

The library reserves the right to cancel or relocate meeting room reservations for Library purposes, providing one month’s notice whenever possible. Activities cannot interfere with normal Library operations. Groups/Individuals must adhere to the library’s Patron Behavior Policy and Meeting Room Policy. The library reserves the right to deny future use of the rooms if the stated rules are not followed. Activity prohibited by local, state, or federal law will be reported to the appropriate local authorities.

Eligibility & Availability

• A Meeting Room Application must be completed before a reservation is approved.
• Rooms are available only during Library open hours; entry will not be granted before the library opens or after the library closes.
• Reservations must be made by an adult who is 18 or older.
• Groups meeting regularly may reserve a room up to 3 months in advance.
• Groups can only reserve a room once a month.
• Nonprofit meetings must be open to the public.
• Commercial groups may reserve rooms for a fee.
• Youth groups require one adult per 25 minors.

Fees & Payment

• Nonprofit groups: no charge.
• Commercial groups: fee per reservation (see fee schedule).
• The fee may be paid by cash, check, or, for SMFPL cardholders, added to their Library account using a credit card. The fee is due by the scheduled start time of the reservation.
• Written cancellations received at least 48 hours in advance will be refunded.

Study Rooms

The library has three private study rooms available for reservations. These rooms are free to use and do not require a meeting room application. Groups/Individuals can reserve a study room up to one week in advance, twice a week, for up to two hours a day.

Two single-seat study pods are also available on a first-come, first-served basis.

Using the Rooms

Access, Equipment, & Setup

• The individual who reserved the room must check in with Library staff to have the room unlocked and request audiovisual equipment (if applicable). Equipment must be returned intact and in working order. Damage from misuse will be billed to the person who reserved the room.
• Furniture may be rearranged in the Community, Munroe Falls, and Quiet Study Rooms but must be returned to the original configuration. Conference Room and Study Pod furniture may not be moved.
• No additional seating can be added to any of the rooms.

Refreshments

• Refreshments are permitted.
• No alcohol, cooking, open flames, or heating appliances.
• No smoking or vaping.
• All trash must be disposed of in the proper receptacles.

Time Requirements

• If there is no check-in within 15 minutes of the reservation's start time, the room may be given to another patron. Reservations with paid invoices will not be lost, but no time will be added to the reservation, nor will payment be refunded.
• Set-up and clean-up must occur within the reserved time. Groups/Individuals must finish activities, clean up, and exit the room by their scheduled end time. Meeting rooms must be vacated 15 minutes before the library closes.