Meeting Room Terms & Conditions

General Reservation Rules

  • All meeting room users and their guests are expected to follow the Library Code of Conduct and other Library policies except in the limited exceptions specifically mentioned in the Meeting Room Terms and Conditions.
  • The Library reserves the right to cancel or change any meeting room reservation.
  • Meetings must not disturb normal Library operations. The Library reserves the right to stop meetings that are disruptive to normal library operations. Bands and Djs are prohibited unless an exception is made for special events.
  • Smoking, alcoholic beverages, fundraising, gambling, and open flames are strictly prohibited. (Exception for Sterno will be made for licensed caterers from the Library’s approved caterers list).
  • It is illegal to carry a firearm, deadly weapon, or dangerous ordnance anywhere in Library buildings. Unless otherwise authorized by law, no person shall knowingly possess, have under the person’s control, convey, or attempt to convey a deadly weapon or dangerous ordnance in Library buildings.
  • Engaging in any activity which constitutes a violation of local, state, and/or federal laws in meetings rooms or anywhere else on Library premises is strictly prohibited.
  • The organization/person reserving the meeting room is responsible for any and all damages.
  • 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. Formal and informal after-school programs initiated by the Library are not subject to these requirements.
  • 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.
  • The Library reserves the right to impose a penalty for failure to comply with meeting room rules and regulations.
  • Parking is limited at Library locations.

Reservation Timing and Frequency

  • Patrons can reserve meeting rooms up to 60 days in advance during the Library’s normal hours for a minimum of two consecutive hours. Meeting rooms close 30 minutes before the Library.
  • Nonprofits, government entities and schools may reserve up to two times per 30 days.
  • For-profits and individuals may reserve once per thirty days.
  • Reservation requests may be made online up to 48 hours before the event. Reservations for less than 48 hours in advance of the event must be requested in-person at any Library location and paid in full at the time the reservation is made.
  • Alert Library staff as soon as possible if you need to change your reservation.

Public Meetings 

Meetings open to the general public are prohibited. However, organizations may accept documented reservations in advance provided room capacity limits are honored. Library staff may enter and remain in a room during a meeting involving reservations from the public.

  • Political rallies are not permitted.

Publicity

  • All publicity about the meeting or event must not include the Library’s logo or contact information and must clearly state the following disclaimer: “Although this event is located at (insert branch name) Library, the Library is not sponsoring or participating in this event.”
  • The name of the Library should not be used in any publicity for meeting room reservations except to designate the meeting room location.
  • The Library does not advocate or endorse the viewpoints of meeting room users or the opinions expressed at meetings.

Sales and Fundraisers

  • Sales (both business and personal) may be conducted in the Library’s meeting rooms as long as all such activity is contained within the meeting room and the organization, business, and/or individual(s) do not engage with patrons who did not come to the Library specifically for their meeting. Individuals and not-for-profit groups may not reserve meeting rooms to solicit donations or hold fundraisers.

Small Businesses

  • Small businesses with fewer than 10 employees may reserve the meeting room at the East Library at a reduced rate. See fee schedule for more information.

Food and Alcohol


Room Set-Up

  • Tables and chairs are available for meeting use. Set-up  of the chairs and tables is the responsibility of the organization using the room. Time to set-up/clear the room must be included in the time you reserve. Tables and chairs may be left as you arranged them. Otherwise, the room is to be left in the same condition it was found in.
  • Decorations which do not damage any portion of the room are allowed. Please note: No lit candles or other open flame, no Sterno (except under supervision of licensed and approved caterer) or similar flammable liquids, no taping or affixing decorations to walls or other surfaces, no helium balloons, no confetti, and no live animals.
  • The acceptance of the terms of the Library’s Meeting Rooms policy assigns responsibility for loss or damages to the room and loss or damage to any Library property or equipment used during the meeting to the individual or organization submitting the application and accepting the terms.

Payment and Fees

  • Payment may be made online when requesting  a room reservation.
  • Patrons may also pay cash or check in person at any library location or by mailing a check with “Meeting Room”, the location of your event, and the date of your event on the memo line to:

The Public Library of Youngstown and Mahoning County
Attn: Fiscal Office
305 Wick Ave
Youngstown, OH 44503

  • Payment made in-person must be presented and payment sent by mail must be postmarked within 3 business days from the date of scheduling to hold the room. Reservations made less than 48 hours in advance are an exception; this type of reservation must be made in-person at a library location and be paid in full at the time the reservation is made.In all cases, payment must be received before the date and time of the reservation.
  • If extra personnel time is required related to your use of the meeting room, you will be held responsible for those costs.
  • A 20% discount is available for military/veterans who make a reservation for a large meeting room. Valid ID providing military/veteran status must be shown before beginning the reservation. The military/veteran’s discount is not valid for small meeting rooms and may not be applied to reservations for businesses or non-profit organizations.

Cancellation Fees and Refunds 

  • Cancellations must be made through the online software at least 48 hours prior to an event to receive a 50% refund. No refunds will be given for cancellations within 48 hours of the event.
  • The Library reserves the right to cancel any reservation for any reason and will give as much notice as possible. If a refund is deemed appropriate, arrangements will be made to refund the full amount.

Contact

  • For any meeting room questions, please contact Event and Vendor Specialist, Heather Best, (330) 740-6075.

*Only applicable at Poland, Austintown, or Canfield Libraries

**Cold prepared foods are permitted in large and small meeting rooms that have a kitchenette and in the small meeting room in Canfield.  In the small meeting rooms at Austintown, Poland, and Brownlee Woods, only simple snacks such as breakfast bars, apples, pastries, and similar items may be served. No food or drink is permitted in the small meeting room (formerly known as the tech room) at the Boardman Library.