Meeting Room Terms & Conditions: Addendum 4

Meeting Room Terms & Conditions – Video Conference Rooms

Video conference “room” reservations are available free of charge on a first come first served basis.

While PLYMC will make every effort to continue to make this service available, we are unable to provide computer equipment or technical support for video conference meetings.

The Library encourages users of the service to guard against the disclosure of personal information.  Personally identifiable information concerning minors shall not be provided to anyone without the permission of a parent or guardian.


In general, a video conference meeting room may be reserved up to 90 days in advance. Reservations may be made up to twice per month. The Library recognizes that needs may arise to make reservations more frequently or farther in advance. To discuss, please contact Meeting Room and Vendor Specialist Heather Best at (330) 740-6075.

Reservations may be made for any available time, day or night.

Minimum reservation time is 1 hour. Maximum reservation time is 4 hours per day.

You acknowledge the responsibility to update information in the Library’s online reservation software as soon as you become aware of necessary changes to the original reservation application or subsequent applications.

You may cancel video conference room reservations through the online software with the link and reference number received in the confirmation email sent when reserving.

Rules and Regulations

You agree that you are solely responsible for all content sent or transmitted by you or displayed or uploaded by you in using the video conference rooms.  You agree to be solely responsible for compliance with the laws pertaining to such content.

You may not post, modify, distribute or reproduce in any way copyrighted material, trademarks, or other proprietary rights without obtaining prior written consent from the owner of such proprietary rights.

You are responsible for compliance with all recording laws.The video conference rooms shall not be used for unauthorized, malicious or unethical purposes.

The video conferencing rooms shall not be used for the transmission, receipt or viewing of images, videos or pictures of a sexual, obscene or pornographic nature.  In addition, transmission, receipt or viewing of images, videos or pictures in video meetings which violate local, state and/or Federal laws is strictly prohibited.

Engaging in any activity which constitutes a violation of local, state and/or federal laws in meetings is strictly prohibited.

Fundraising and gambling are strictly prohibited.

Video conference 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 and adherence to regulations.

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 during video conference meetings.

The Library does not advocate or endorse the viewpoints of video conference meeting room users or the opinions expressed at meetings. The name of the library shall not be used in any publicity for video conference meeting room reservations. Publicity for such meetings shall not include the Library’s logo or contact information but must include the following disclaimer: “Although this event is happening through use of a video conference meeting room made available through the Public Library of Youngstown and Mahoning County, the Library is not sponsoring or participating in this event.”

BUSINESSES may use video conference meeting rooms for staff events, trainings, and for the sale or marketing of items or services. Sales of related products by the individual or organization reserving the room are permitted and all such sales are the sole responsibility of the individual or organization.

POLITICS: In order to further civic involvement, the Library encourages elected officials to use video conference Library Meeting Rooms as locations for constituent meetings.  However, the Library is a non-partisan institution, and as such, we maintain strict neutrality concerning politics and other partisan topics. The Library applies its meeting room policy equally to all entities, regardless of political affiliation.  Political rallies or other partisan political events such as those designed specifically to promote or oppose a candidate or ballot issue are prohibited.

When a room is reserved and will not be used, failure to cancel the reservation 48 hours in advance may result in forfeiture of the privilege of using the room in the future.

The Library reserves the right to restrict or cancel any reservation for any reason.

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