Meeting Rooms

Meeting Rooms at the Library are available for booking by Library Cardholders according to the current rules and regulations. If you don’t have a Library Card, you may sign up for one while you are at the Library to book your room, or you may sign up for a digital card in advance at libraryvisit.org. Room capacity varies by location. All rooms have tables and chairs which must be arranged by those reserving the room. 

For information, call 330.744.8636

Meeting Room Fees

Austintown, Boardman, Canfield Large Room, East, Main, Newport Large Room-A, and  Poland Libraries
Nonprofit, Civic and Community Organizations (during library hours)
HoursMahoning County*All Others
 First 3 consecutive hours** Free$40
 Each additional hour*** $20$30
Social Events and Private Parties (e.g. showers, birthdays, receptions), Non-Public Business Events, and All Off-Hours Events
HoursMahoning County*All Others
Hourly Rate**
2-hour minimum, consecutive hours
$35/hour (or $28/hour for Military/Veteran***)$50/hour

 

Austintown Small Room, Boardman Small Room, Brownlee Woods, Campbell, Canfield Small Room, Newport Small Room-B, Poland Small Room, Struthers, and Tri-Lakes.  Available During Library Hours Only.
Nonprofit, Civic and Community Organizations (during library hours)
HoursMahoning County*All Others
Up to One Day$0$25
Social Events and Private Parties (e.g. showers, birthdays, receptions), Non-Public Business Events (see section on Small Meeting Rooms for more information and limitations)
HoursMahoning County*All Others
Hourly Rate**
2-hour minimum, consecutive hours
$10/hour (or $8/hour for Military/Veteran***)$25/hour
Boardman Tech/Training Room for Training, Meetings.  Available During Library Hours Only.
Nonprofit, Civic and Community Organizations
HoursMahoning County*All Others
First 3 consecutive hours **$0$25
Each additional hour***$10$25
Non-Public Business Events, Training, Meetings
HoursMahoning County*All Others
Hourly Rate**
2-hour minimum, consecutive hours
$10/hour (or $8/hour for Military/Veteran***)$25/hour

IMPORTANT BOOKING INFORMATION

The hours you book must include time to set up/clear the room. You will only be allowed in the room during scheduled hours.

* For Mahoning County residents, or organizations and businesses located in Mahoning County. To obtain the Mahoning County discount, the resident or individual representing the organization must be the person booking the room in person and signing the Meeting Room Agreement, taking responsibility for the booking.

** Rates are calculated per calendar day; this is especially important where minimums apply. Use of the room for any portion of an hour requires payment for the full hour. Failure to follow rules and regulations can result in penalties. When  free hours apply, the free hours are only available on a one-time basis per day.  Also, regarding free hours, qualifying customers booking two separate rooms on the same day in the same location would not receive free hours in both rooms; in this instance, free hours apply to the smaller meeting room and the renter will pay per hour, with no free hours, on the large meeting room.

***Those currently serving in the military and veterans can receive a discounted rate by providing verification of service. To obtain this discount, the military personnel/veteran must be the one booking the room in person and signing the Meeting Room Agreement, taking responsibility for the booking.

Security Services: Qualifying bookings, such as (but not limited to) events with attendance of 50 or over at Austintown, Canfield and Poland libraries, plus Off-Hours Events, require Security Services which are charged at a fee of $15 per hour for the hours booked, with a minimum booking of two hours. The Library reserves the right to require security services for any booked meeting room event.

Please note: The Library does not advocate or endorse the viewpoints of meeting room users or the opinions expressed at meetings.

Study rooms are available for limited use at some locations (currently Boardman, Canfield, East, Newport, and Tri-Lakes branches). For use of study rooms, talk to the librarian at the location of interest.

Capacity for meeting rooms is as follows:
Austintown Library Large Room, chairs only125
Austintown Library Large Room, tables and chairs (2 to a single table)70
Austintown Library Large Room, tables and chairs (6 if two tables used together)100
Austintown Small Room10
Boardman Library Large Room100
Boardman Small Meeting Room10
Boardman Tech/Training Room28
Brownlee Woods Library20
Campbell Library18
Canfield Library Large Room, chairs only140
Canfield Library Large Room, tables and chairs (2 to a single table)70
Canfield Library Large Room, tables and chairs (6 if two tables used together)120
Canfield Small Room30
East Library, chairs only72
East Library, tables and chairs60
Main Library54
Newport Large Rm A, chairs only132
Newport Large Rm A, tables and chairs72
Newport Small Rm B, chairs only15
Newport Small Rm B, tables and chairs8
Poland Library Large Room100
Poland Small Room12
Struthers Library20
Tri-Lakes Library Large Room25

The Following Rules and Regulations Apply

• Scheduling of meetings is based on room availability, with the library’s needs and hours as major factors.  Library-related activities will take precedence in scheduling the room.  For reasons such as limited parking, the Library reserves the right to restrict meeting room scheduling during peak periods of library use. Please note: As a general practice, bookings for summer months are not usually taken until May 7 to allow for completion of scheduling activities for that year’s Library Summer Discovery Program. However, for information about a summer date, please contact the specific branch and talk with the librarian. Exception: bookings can continue for after-hours events during the summer and for events after 2 p.m. on Saturdays during the summer.

• Room use is limited to educational, intellectual, charitable, recreational, social, and cultural programs. Such programs (if open to the general public) cannot be of a commercial nature.

• No sales, soliciting, or fundraising allowed by any non-Library groups or individuals using Library meeting rooms.

• SMALL MEETING ROOMS – Small meeting rooms are intended for meetings, parties or social events with a limited number of people. Capacities for these rooms are strictly adhered to. Small meeting rooms are not available for off-hours bookings. Small meeting rooms do not have a kitchenette, do not have a sink or running water, and full catering is not allowed. Only light refreshments may be served in small meeting rooms. Examples of light refreshments suitable for small meeting rooms are non-alcoholic beverages in containers or covered cups such as milk, water, juice; fruit; pretzels or chips; cakes or cupcakes; or similar items. A/V equipment may be available in some locations. Please check with staff at specific branch for more information about the small meeting room in that library.

NONPROFIT, CIVIC, COMMUNITY or CHARITABLE ORGANIZATIONS: May use library meeting rooms for purposes which comply with meeting room rules and regulations at a special rate. Approved use qualifies for three consecutive hours in a single day at no charge during the Library’s open hours. No sales, soliciting, or fundraising allowed.

INDIVIDUALS may use library meeting rooms for private parties such as birthdays, showers, and receptions. No sales, soliciting, or fundraising allowed.

BUSINESS use is limited to non-public, in-house events for staff only, such as staff training. (Note: the term “public” in “non-public” includes, but is not limited to, invited groups, specific groups or the public-at-large.) No sales, soliciting, or fundraising allowed.

• Non-Library events open to the public, such as (but not limited to) meetings, workshops and seminars, which have a business presenter, are strictly prohibited, even if educational in nature.

• IMPORTANT:  Meetings, programs or events scheduled in Library Meeting Rooms must NOT be used in any way to gather names, solicit or make referrals to any other business or organization. The Library prohibits solicitation and fundraising, however groups that have membership dues may collect them and groups are allowed to collect only to recoup expenses such as the cost of refreshments at a meeting.

• Meeting rooms may be used during library hours with this exception: meeting rooms close 30 minutes before the library closes.

• Generally, meeting rooms should be booked at least one month prior to the event, but no earlier than six months to the day prior.  Meeting rooms are primarily intended for a single meeting, However, bookings for a brief series of meetings can be considered; this must be approved by the Library.

• One-Time Booking:

• Rooms can be reserved for a one-time booking up to 12 months in advance (for example, a wedding or graduation party)

• Repeat Bookings: Arrangements may be made for non-profit, civic, community and charitable organizations to reserve space for regularly scheduled meetings with this criteria:

• Rooms can be booked once per month up to 6 months in advance

• Rooms can be booked twice per month up to 3 months in advance

• Rooms can be booked once per week up to 1 month in advance

• The Library reserves the right to discontinue frequent, repetitive bookings if such bookings prohibit use of the meeting room by other groups.

• In general, arrangements for use of the meeting room are scheduled through a librarian in person at the library where the room is located and any payment due is required at the time of booking. In cases where booking cannot be done in person for valid reasons, customers should be referred to the Communications / Public Relations Department.

• Renter acknowledges that they will inform the Library of any changes to the original rental application or subsequent applications as soon as they become aware of the need to amend the same.

• Use of meeting rooms does not constitute Library sponsorship and/or endorsement.  PLEASE NOTE: Any publicized meeting notice MUST state the following:  “Although this event is located at (insert branch name) Library, the Library is not sponsoring or participating in this event.”  Additionally, the Library’s telephone number may NOT be used in promotion or for any purpose.

• Smoking and alcoholic beverages are strictly prohibited.

• A small kitchenette is available at some locations. At libraries with a designated caterer, if the caterer is not used, light refreshments, homemade items, and/or non-alcoholic beverages may be served. Examples of light refreshments: milk, water, juice, fruit, pretzels, chips, or similar items.  Note: Foods prepared off site by licensed caterers, restaurants and grocery stores, such as sandwich trays or packaged meals are not considered light refreshments.

• The room must be left in the condition in which it was found.

• The organization/person reserving the meeting room is responsible for any and all damages.

• The Library is not responsible for accidents and injuries and assumes no responsibility for equipment, supplies, or other items owned by a group or individual & used or left in the Library.

• Meeting rooms used by minors must be with adult supervision and must be reserved by an adult who shall be personally responsible for the conduct of the meeting, adherence to regulations and payment of any fees or damages.

• The Library reserves the right to refuse or cancel any reservation at any time if the meeting room is needed for Library maintenance or programming, to preserve public health or safety, or in the case of a violation of meeting room rules and regulations.

• Please Note: Parking is limited at Library locations.

• All rooms have tables and chairs which must be arranged by those reserving the room. 

• Noise Levels and Music: During hours the library is open, unreasonable noise disruptive to patrons or library operations is prohibited. Noise level in the rooms must be at a volume deemed acceptable by staff in a library setting. Recorded background music may be played at a level deemed acceptable by staff in a library setting. Bands and DJ’s are prohibited during library hours, unless an exception is made for special events

• Decorations which do not damage any portion of the room are allowed.  Please note:  no lit candles, no Sterno (except under supervision of licensed caterer) or similar flammable liquids, no taping or affixing decorations to walls or other surfaces, no helium balloons (except mylar), no confetti, no live animals.

• To be eligible for partial refund in the case of cancellation, reservations must be cancelled at least 48 hours before event.  See Cancellation instructions in this brochure.

• Some meeting room equipment may be available for public use in some locations. Check with Library staff for equipment available at a specific location and for instructions for use of equipment. WiFi is available.

• The designated time that the renter enters and leaves the room must be adhered to and must include time for the renter to set up prior to the event and to clean up after the event ensuring that the room is ready for the next rental party or for library closing.

• When a room is booked with no fee and will not be used, failure to cancel the reservation 48 hours in advance may result in a fee or renter may forfeit the privilege of using the room in the future.

• The Library reserves the right to impose a penalty for failure to comply with meeting room rules and regulations.

• Use of the room for any part of an hour constitutes one full hour for the purposes of booking and/or fees.


Unexpected Closings

PLEASE NOTE:  On rare occasions, the library is forced to close unexpectedly due to situations such as severe weather or emergencies.  In this event, regrettably, activities scheduled in the meeting room must also be cancelled.  A full refund will be issued if such an instance occurs.


Cancellations

A 50% refund of room rate will be issued if the patron cancels the room at least 48 hours prior to event.  To cancel, contact the library where the room was booked. Any refund due will be mailed to the Renter.


“OFF-Hours” Use of Meeting Room

Some (but not all) of the Library’s Meeting Rooms may be available before or after hours. “Off-Hours” use applies to times when the library is closed or outside of the Meeting Room’s regular hours.

“Off-Hours” use of the room follows the rules and fee schedules in this flyer, with these additional stipulations.


To qualify for use of the meeting room when the library is closed or after the meeting room’s regular hours, the following off-hours rules apply:

• All off-hours events must be catered by an approved vendor operating within the Library.

• Events at Poland Library must be catered by Kravitz Delicatessen.

• A security guard is required for all off-hours events.

• There is no free time booked for off-hours events, even by nonprofit organizations.

• The Library retains the right of approval of each request for Off-Hours use of a Library meeting room.

• No event may run past 11 p.m.