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 organizations and groups to use Library meeting rooms for non-commercial purposes 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 using the meeting rooms may not charge an admission fee. Organizations using meeting rooms will not be permitted to make sales to general customers of the Library 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 Director/Assistant Director.

An adult leader shall be present at all times and be responsible for the supervision of any groups 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
DeHoff Memorial Branch, 330.452.9014
Jackson Township Branch, 330.833.1010
Lake Community Branch, 330.877.9975
Madge Youtz Branch, 330.452.2618
North Branch, 330.456.4356
Sandy Valley Branch, 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. MAKING RESERVATIONS
A 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 (.pdf). Please be sure to indicate the library location and room you would like to reserve on the form.

Room reservations will be accepted for only three months in advance. 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.

Location	Telephone	AV Equip.*	Capacity
Main Library	330.452.0665	Yes	85
DeHoff Memorial Branch	330.452.9014	Yes	21
Jackson Township Branch	330.833.1010	Yes	12-14 (Room 101) 150 (Room 102/103) 6-8 (Learning Center)
Lake Community Branch	330.877.9975	Yes	35
Madge Youtz Branch	330.452.2618	Yes	47
North Branch	330.456.4356	Yes	57 (Lower Level) 17 (Main Floor)
Sandy Valley Branch	330.866.366	Yes	40-50

*AUDIOVISUAL EQUIPMENT:
Main Library: Organizations may reserve the 19" VCR/TV combo, 19" TV, VCR player, Overhead Projector, Podium with sound system, Portable microphone with speakers, Boom box, Wall Screen, and flip charts.
Branches: TV, VCR. Audio visual equipment may vary, so please check when you reserve the room on available equipment.
Please be aware of any special restrictions that may apply when using available equipment.

4. 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 cleanup charge, minimum of $25.00

5. SET UP
The Library may offer the following room options upon request:
1. School Set-Up � Tables with chairs
2. Auditorium Seating � Podium up front with chairs facing front, no tables
At least one week's notice is required for room set-up.
6. 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.

7. ADDITIONAL RULES AND REGULATIONS
The following rules and regulations apply to all groups using meeting rooms systemwide:
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.