Meeting/Study Room Terms and Conditions
Updated April 2026

By reserving a meeting or study room at the Public Library of Youngstown and Mahoning County (PLYMC), you agree to comply with the following terms and conditions:

General Use and Reservations

1.Purpose and Availability:

• • All meeting rooms and study rooms at PLYMC are primarily intended to support the Library’s mission and programs. When not in use by the Library, these spaces are available to the public. Rooms should be reserved in advance when possible.
  • PLYMC does not endorse the policies, programs, or viewpoints of any group that uses our spaces.
  • Room Reservations: Meeting rooms are available on a first-come, first-served basis. Reservations can be made:
    • Online
    • By phone
    • In person
  • Meeting rooms can be reserved up to 60 days in advance and are available during regular operating hours.
  • Study rooms can be reserved up to 2 weeks in advance and are available in 2-hour increments.  See Study Room Terms & Conditions for more details on our policy to reserve additional time.
  • You do not need a library card to reserve a meeting or study room. Out-of-state patrons may also use these spaces.

Fees and Charges

2. Costs:

1. • Meeting and study rooms are free to use. However, additional fees may apply in certain circumstances:
     • A $100 non-refundable security fee will be charged for events with 50 or more people at the following locations: Austintown, Boardman, Canfield, and Poland.
   • Security Fees: For events with 50+ attendees, a security guard is required to ensure safety and maintain traffic/parking, and the fee applies to all larger gatherings at the specified branches.
   • Cleaning fees may be assessed for excessive messes or room/property damages, which will be billed to the person named on the booking form.

Conduct and Responsibility

3. Group Responsibility:

• • The person making the reservation (must be at least 18 years old) is responsible for the behavior of all group members and must ensure that the Library's rules are followed.
  • The responsible individual will be liable for any damage to the room or Library property.
  • Minors are not allowed to use meeting rooms without adult supervision.
  • The responsible party is also accountable for maintaining room capacity limits during the event.

4. Room Use:

• • Meeting rooms are for the exclusive use of the reserving group. Activities should be contained within the room. You may not engage with Library patrons who are not attending the event.
  • Tables and chairs are provided, and your group is responsible for arranging those upon arrival. Please do not remove furniture from the room, or bring furniture from the floor of the Library into the space.
  • Registration tables must be set up inside the meeting room.
  • Advertising and signage promoting the event or group is not allowed outside of the reserved room.
  • Room Advertising: Any advertising materials or signs promoting your event that day must be confined to the meeting room.

5. Room Restrictions:

1. • You may not solicit donations, hold fundraisers, or charge admission for entry to any meeting room.
   • Meeting rooms are not to be used to operate a business or to make a profit.
   • Decorations and items may not be affixed to the doors, walls, ceiling, or columns of the room.
   • Prohibited items and activities include:
     • Helium balloons
     • Confetti
     • Live animals
     • Sterno fuel, candles or any open flames
     • DJ services, musical instruments, soft play areas or bounce houses
     • Events with excessive noise
   • Background music is permitted in some locations but must be kept at a very low volume and should not be heard outside of the meeting room.

Setup, Cleanup, and Time Limits

6. Setup and Cleanup:

1. • Groups are responsible for setting up, decorating, and cleaning the room before leaving.
   • Reservation time must include setup and cleanup. Groups will not be allowed to enter the room before their reservation time begins and we do not allow any setup the day before.
   • Trash must be placed in the designated outdoor dumpster. All surfaces must be wiped clean, floors swept, and the room should be returned to its original condition.
   • If additional cleaning is required after the event, the Library may charge cleaning fees.
   • Library is not responsible for any materials or equipment left in the room before, during or after the event.

Reservation Limits and No-Show Policy

7. Reservation Limits:

• • Groups may book meeting rooms two times per calendar month system wide.
  • Meeting Rooms can be reserved up to 60 days in advance. The Event Space at Main Library has a booking window of 90 days.
  • Groups may not reserve two rooms at the same time without prior approval from the Rental Coordinator and Branch Supervisor. The Sensory Room at Boardman may not be booked in conjunction with a meeting room.
  • Some exceptions may be made for businesses with multiple divisions or departments, at the Library’s discretion.

8. No-Show Policy:

• • If a group does not arrive or call within 30 minutes of the scheduled meeting room reservation start time, their reservation will be forfeited, and the room may be reassigned to another group.Study rooms have a 15-minute grace period.

Cancellations and Changes

9. Library Cancellation:

1. • PLYMC reserves the right to cancel or modify reservations due to unforeseen circumstances, including emergencies, extreme weather, or other operational needs.
   • Every effort will be made to relocate or reschedule the event if the Library needs to cancel a reservation.
   • The Library may also deny or cancel future reservations if a group violates these Terms and Conditions or behaves improperly.

Food, Drink, and Alcohol

10. Food and Drink:

1. • Covered drinks and certain food types are allowed in most meeting rooms. Please refer to the room details on the website or the Rental Coordinator for more information on food policies.
   • Alcohol is strictly prohibited in all Library property.
   • If you wish to use chafing dishes to keep food hot, you must choose from our list of authorized caterers; they are listed at the end of this document. 
   • If you choose to provide a boxed meal, sandwich platter, or similar pre-prepared items, you may use any provider of your choice.

Advertising and Endorsement

11. No Endorsement:

• • The Library’s approval of a reservation does not constitute an endorsement by PLYMC or its Board of Trustees.
  • Advertisements and promotions for events should not imply that the Library endorses or sponsors the event.

12. Advertising Disclaimer:

• • Any public advertisement for events held in Library meeting rooms must include the following disclaimer:
    "Granting of permission by The Public Library of Youngstown and Mahoning County to use library facilities does not constitute an endorsement by Library staff or Board of Trustees."
  • This disclaimer should be on all forms of marketing, including social media. 
  • Additionally, advertisements should include a contact phone number for the group or event organizers.

Political and Government Use

13. Political Use:

1. • Elected officials may use Library meeting rooms for official constituent meetings.
   • Political rallies or partisan political gatherings are not allowed in Library spaces.

Library Oversight and Safety

14. Library Staff Oversight:

• • Library staff may monitor meetings or events to ensure compliance with these Terms and Conditions.
  • Staff may enter the meeting room at any time to ensure the event adheres to the Library’s policies.

15. Liability:

• • The Library is not responsible for accidents, injuries, or incidents that occur during the event or meeting in the Library’s meeting rooms.

16. Weapons:

• • Weapons of any kind (including handguns, rifles, knives, or any object designed to inflict harm) are strictly prohibited on Library property, as per Ohio law.
  • Concealed carry permit holders are not allowed to bring weapons into the Library.

Photography and Recording

17. Photography and Audio/Visual Recording:

1. • Personal photography is generally permitted as long as it does not disrupt Library operations.
   • Photography inside the meeting rooms is permitted in all locations, as long as you have permission from those attending.
   • Special occasion photography (e.g., birthday’s, graduations, prom, weddings) may be allowed in certain locations and areas, provided it does not block walkways, exits, or impede Library services. Some branches do not allow any photography inside the building, so please call ahead to ensure it is permitted.
   • Commercial photography or filming is prohibited without written approval from the Strategic Communications Officer and Public Service Manager at least 10 business days in advance. Any event that will draw media attention should be disclosed at the time of booking when applicable.

A La Cart Catering
429 Lisbon St.
Canfield, OH 44406
Alacartcateringcanfield.com
330-533-0363

Elm Tree Catering
170 Walton St
Struthers, OH 44471
Elmtreecatering.com
330-755-5366

Jeffrey Chrystal Catering
2315 Belmont Ave.
Youngstown, OH 44505
Jeffreychrystalcatering.com
330-743-8062

Mocha House Downtown
120 E Boardman St
Youngstown, OH 44503
Mochahouse.com
330-951-0070

Frank’s Cafe
1315 Boardman Canfield Rd.
Youngstown, Oh 44512
234-338-9015

Village Farmacy
All vegan café located inside our Poland branch
311 S. Main St.
Poland, OH 44514
villagefarmacy.square.site

Garden Kettle
8049 Market St Suite 1
Boardman, OH 44512
Gardenkettle.com
330-953-3553

Cornersburg Italian Specialties
3381 Canfield Rd
Youngstown, OH 44511
cornersburgitalianspecialties.com
330-799-8650

Angenetta’s
64 Cardinal Dr.
Canfield, Oh 44406
Angenettas.com
330-533-6090

Belleria Struthers
1010 Youngstown Poland Rd.
Struthers, OH 44471
330-755-4667