Meeting & Study Room Terms & Conditions

Stark Library strives to provide open, equitable, and convenient access to all its spaces. Use of the Library’s reservable spaces is encouraged for educational, cultural, informational, and civic activities, when not required for Library purposes, according to the parameters below.

Neutrality

Meeting and Study Rooms will be available on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.

Permission to use the Library’s public rooms does not imply Library endorsement of the aims, policies, activities, or affiliations of any such individual, group, or organization.

Priority of Use

Library-sponsored or co-sponsored activities have first priority in the use of Library spaces. The Library CEO & Executive Director and Library Board of Trustees reserve the right to cancel any room booking should conditions or situations warrant. In such rare instances, the Library will make every reasonable effort to give ample notice and to assist the group in reserving another date or Library meeting room.

Individuals or groups who wish to request further review of a denied booking may submit an appeal in writing to the CEO & Executive Director for consideration.

Equitable Use

The Library may set limits regarding room bookings to ensure fair and equitable access. This includes, but is not limited to, the number of times an individual or organization can book a space within a given amount of time, the duration of the reservation, and the minimum number of participants required to make a reservation.

Individuals of any age may reserve a study room, but minors (under 18) may reserve a meeting room only with an adult sponsor who serves as the responsible party and is accountable for the minor’s use of the room. The sponsoring adult does not need to be present during the meeting except as noted in the Library’s Unattended Minor Policy.

Library Meeting and Study Rooms are intended for temporary use and may not serve as an individual or organization’s primary place of business.

Expectations

The Library’s Patron Code of Conduct applies to all individuals and groups making use of the Library’s public rooms. Room occupancy limits vary among Library locations, but room attendance should not exceed the maximum occupancy designated by the Library.

Library rooms are public spaces. Although they can be booked by private individuals and organizations, users should not expect complete privacy during their use.

Groups using meeting rooms and study rooms are expected to leave the room in the condition they found it; failure to do so may result in a clean-up charge as listed on the Library’s Table of Charges.

Alcoholic beverages cannot be served on Library property unless granted permission by the CEO & Executive Director.

Contained food is permitted, but food preparation, cooking, and open flames are not allowed. All serving supplies must be furnished by the group. All food must stay in the booked room.

The Library cannot store personal property and is not responsible for the loss or damage to any equipment or materials owned or rented by an individual, group, or organization while using a public room.

Restrictions on Use

Individuals or organizations using Library spaces cannot charge an admission fee, solicit donations, or collect payments on Library property.  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 may be permitted.

Library rooms may not be used for private parties or events such as birthday parties and wedding showers.

The Library reserves the right to establish cleaning or set-up fees as noted on the Library’s Table of Charges for the use of public rooms with a capacity of 80 or more people, or multi-day use of rooms.

Organizations using the public meeting rooms may not use the image of the Library or the Stark Library logo in a way that suggests Library sponsorship, co-sponsorship, or approval of their program unless given written permission from the CEO & Executive Director.

Liability

Any individual, group, or organization using the public meeting rooms or study rooms shall be held responsible for willful or accidental damage to the Library buildings, grounds, collections, or equipment caused by the group, individual or organization, members, or those attending the program or meeting.

Any individual, business, group, or organization holding a meeting in the Library must fully release and discharge Stark 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 or program.