April 21, 2014

Meeting Room Procedures

see also Meeting Room Policy
Meeting Room Reservation Form (.pdf) Please be sure to indicate which SCDL location and room (if applicable) you would like to reserve.


1. PUBLIC USE
It is the policy of the Board of Trustees of the Stark County District Library to allow local businesses, organizations and groups to use Library meeting rooms on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission will be granted if the facilities are not needed for administrative use, activities, or programs sponsored in whole or in part by the Library, and when such use is not disruptive of the programs and activities of the Library.  Such permission is revocable and does not constitute a lease.  Permission to use the Library meeting room does not imply Library endorsement of the aims, policies or activities of any group or organization. 

Organizations and businesses using the meeting rooms may not charge an admission fee. Organizations and businesses using meeting rooms will not be permitted to make any sales and must not use advertising and publicity which imply that their programs are sponsored or co-sponsored or approved by the Library, unless written permission to do so has been previously given by the Executive Director/Associate Director.

An adult leader shall be present at all times and be responsible for the supervision of any group of children under the age of eighteen using the meeting rooms.

Admission may be charged for programs sponsored by the Library and its affiliated organizations, and the sale of goods that directly or indirectly benefit the library will be permitted.


2. LOCATIONS FOR PUBLIC MEETING ROOMS
Please call the library location for available meeting room times.

Main Library, 330.452.0665

Branches
DeHoff Memorial     330.452.9014
Jackson Township  330.833.1010
Lake Community    330.877.9975
Madge Youtz         330.452.2618
North                     330.456.4356
Perry Sippo           330.477.8482
Plain Community   330.494.3399
Sandy Valley         330.866.3366

Meetings may be scheduled prior to the Library's regularly scheduled opening or after it's closing, with prior approval by the agency manager. We ask a courtesy of all groups to leave the meeting room 15 minutes before Library closing.


3. FEES
Meeting rooms are available free of charge with the exception of the Innovation Center at the Main Library.  This space is free for non-profit organizations (proof of nonprofit status may be requested) but carries a fee for businesses.  The fee is listed in the Stark County District Library Table of Charges Policy.

Innovation Center Fee:
$50 for reservation lasting 4 hours or less
$100 for reservation over 4 hours

An invoice for the fee will be sent by the Business Office.  When making the reservation, get the name and address to send the invoice.  The invoice will indicate where to mail the check and give instructions for paying by credit card.  The fee is non-refundable but can be transferred to another date if the cancelation is made 48 hours prior to reservation.

4. MAKING RESERVATIONS
Rooms should be reserved in person when possible so paperwork can be completed at the same time. If reserving by phone, get the organization's name and contact information and email the Meeting Room Form to be completed and returned prior to the event.  If reserving the Innovation Center at Main Library, businesses will need to pay the fee at the time a reservation is made.  The room will be held tentatively for 48 hours until the completed and signed Meeting Room form has been received by SCDL. The Meeting Room form is included with these procedures as Appendix A.  The person signing the Meeting Room form will be held responsible for any damages.  Applicants must be age 18 or older.  Reservations for programs with a projected attendance of less than six individuals may not be accepted. No group may reserve a room for more than one time in a single month.  The Library should be notified of any cancelled meetings or programs, when possible.  Fees for the Innovation Center are non-refundable.  If notice of cancelation is given prior to 48 hours before the event, the fee can be transferred to another meeting date.  Call the following numbers to request a Meeting Room form.

 

 Location  Telephone

Classroom Set-Up (tables & chairs)

 Auditorium (just chairs)
Main Library
715 Market Ave N
Canton OH 44702
330.458.2700
McKinley Room

40

80
Innovation Center 330.458.2700 20 50
DeHoff Memorial Branch
216 Hartford Ave SE
Canton OH 44707
330.452.9014 22 40
Jackson Township Branch
7487 Fulton Dr NW
Massillon OH 44646
330.833.1010 
Room 101
Room 102
Learning Center

10
40
6


12 (Room 101)
50 (Room 102) 
8 (Learning Center)

Lake Community Branch
11955 Market Ave N
Uniontown OH 44685
330.877.9975 35  

Madge Youtz Branch
2921 Mahoning Rd NE
Canton OH 44705

330.452.2618 25 47
North Branch
189 25th NW
Canton OH 44709
330.456.4356
Lower Level
Main Floor

57
17

57 (Lower Level)
17 (Main Floor)
Perry Sippo Branch
5710 25th St NW
Canton OH 44708
*Fee for these rooms. Book through Stark Parks 330.409.8096.

330.477.8482
Program Room

*Room A
*Room B
*Together
*Room C


24

100
90
200
30


40



400

Plain Community Branch
1803 Schneider St NE
Canton OH 44721
330.494.3399
Upstairs
Lower Level

35
120

35
120
Sandy Valley Branch
9754 Cleveland Ave SE
Magnolia OH 44643
330.866.366 50 50

5. AUDIOVISUAL EQUIPMENT:
Main Library McKinley Room:
Organizations may reserve the 19" VCR/TV combo, Overhead Projector, Podium, Portable microphone with speakers, and flip charts. Please indicate what equipment is needed when making reservation.

Main Library Innovation Center: All equipment is permanently housed in room: ceiling-mounted projector, eno interactive whiteboard, media:scape collaborative meeting area.

Branches: Audio visual equipment may vary, so please check when reserving the room on available equipment.


6. KITCHEN USE AND FOOD SERVICE (Where Available)
Simple refreshments (coffee, doughnuts, punch, cookies, hor d'oeuvres, etc.) or box lunches may be served at meetings.  The kitchen is intended for this kind of use only, and may not be used for cooking.  The Library does not provide refreshment supplies such as cups, containers, paper goods, tea and coffee.  Refreshments may not be taken from the meeting rooms to other areas of the Library.  Groups using the meeting rooms are expected to leave it in the condition they found it; failure to do so may result in a clean-up charge, minimum of $25.00


7. SET UP
The Library may offer the following room options upon request:     

Classroom Set-Up - Tables with chairs
Auditorium Seating - Podium up front with chairs facing front, no tables


8. DAMAGES AND LIABILITY
The Library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using its meeting rooms.   Any individual group or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.

Any individual, group, or organization holding a meeting in the Library must fully release and discharge the Stark County District Library, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the meeting.


9. ADDITIONAL RULES AND REGULATIONS
The following rules and regulations apply to all groups using meeting rooms system-wide:

a)  Attendance at meetings may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room.
b)  Any use of the meeting room which disrupts the normal operations of the library will not be permitted.
c)   Smoking is not permitted anywhere in the library.
d)  Alcoholic beverages may not be served or consumed on library property.
e)  Groups whose members are under the age of eighteen must be accompanied by one adult chaperone for each fifteen participants.
f)  Hazardous materials including but not limited to, paints, solvents, and explosives are prohibited.
g)  Groups using the facilities must comply with the Americans for Disabilities Act and upon 48 hours' notice are responsible for providing qualified interpreters and/or auxiliary aids as requested.