Meeting Room Terms & Conditions

Making a Reservation

• In general, a meeting room may be reserved up to 60 days in advance. Nonprofits, government entities and schools may reserve up to twice per month. For-profits and individuals may reserve up to once per month. The Library recognizes that needs may arise to make reservations more frequently (e.g., a brief series of meetings or training) or farther in advance (e.g., weddings or graduations). To discuss, please contact Meeting Room and Vendor Specialist Heather Best at (330) 740-6075.

• Reservations may be made during regular library hours with this exception: meeting rooms close 30 minutes before the library closes.

• Minimum reservation time is 2 consecutive hours. Additional time may be reserved in 30-minute increments. Use of the room for any part of the last 30 minutes constitutes a full 30 minutes for the purpose of reserving and determining the amount of payment required.

Time to set-up/clear the room must be included in the time you reserve. You will only be allowed in the room during reserved hours.

• Tables and chairs must be arranged by those reserving the room.

• The Library expects the room to be left clean and in good condition.

• Customer acknowledges that they will update information in the Library’s online reservation software as soon as they become aware of necessary changes to the original reservation application or subsequent applications.

• Parking is limited at Library locations.

Rules and Regulations

• Smoking, alcoholic beverages, fundraising and gambling are strictly prohibited.

• 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.

• Noise disruptive to patrons or library operations is prohibited. Noise level in the rooms, including any background music, must be at a volume 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 or other open flame, 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, no confetti, no live animals.

• 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.

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

• The Library reserves the right to restrict or cancel meeting room reservations.

Payment and Fees

In general, use of the meeting room is scheduled online and payment is made online immediately to finalize the reservation. In cases where payment cannot be made online for an event happening during regular library hours, patrons may pay with 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

For information on requirements, including payment requirements, for Off-Hours events, please contact Heather Best at (330) 740-6075.

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 finalize the reservation and hold the room.

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

If extra personnel time is required related to your use of the meeting room, you will be held responsible for those costs.

Cancellation and Refunds

A 50% refund of fees will be issued by check if customer cancels the room at least 48 hours prior to event. No refunds will be given for cancellations within 48 hours of the event.

Cancellation may be made through the online software. To login, use the link and reference number you received in the confirmation email sent when you made the reservation.

When a room is reserved with no fee 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 cancel any reservation for any reason. The Library will give as much notice of a cancelled reservation as is feasible or provide an alternate space if possible and agreeable to the customer. If a refund is deemed appropriate, arrangements will be made to refund the full amount.

Special Circumstances

FOOD: Pizza, sandwich trays, boxed lunches, non-alcoholic beverages in boxes or containers with lids, fruit, pretzels, chips, cookies, cake, cupcakes, pastries or similar items may be served during regular library hours in large and small meeting rooms that have a kitchenette and in the small meeting room at Canfield. More elaborate meals with hot food generally require the use of a library-approved caterer. A caterer is also required for all Off-Hours events.

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. Small meeting rooms are not available during Off-Hours.

No food or drink is permitted in the small meeting room (formerly known as the tech room) at the Boardman Library.

“OFF-HOURS” USE OF LARGE MEETING ROOMS: Some (but not all) of the Library’s large 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 Meeting Room Terms and Conditions and fee schedules, with these additional stipulations:

• All Off-Hours events, when available, must be catered by a library-approved caterer. See link below for a list of approved caterers. To request another caterer, please contact Heather Best at (330) 740-6075 to discuss the requirements for catering in PLYMC library meeting rooms.

• Off-hours reservations require a four-hour minimum, consecutive hours. The library will arrange for a security guard to be on-site during off-hours events; the guard fee is included in the cost of the reservation. 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.

>>List of caterers approved for meeting rooms at the Public Library of Youngstown & Mahoning Countypdf

To discuss the possibility of reserving a meeting room for an off-hours event, please call Heather Best at (330) 740-6075.

BUSINESSES may use library meeting rooms for staff events, trainings, and for the sale or marketing of items or services provided all such activity is contained within the meeting room and the person or people using the room do not engage with library patrons who did not come to the library specifically for their meeting.

EVENTS FOR 50 PEOPLE OR MORE: The library will arrange for a security guard to be on-site for events for 50 or more people at Poland, Austintown or Canfield Libraries; the guard fee is included in the cost of the reservation.

MILITARY/VETERANS A 20% discount is available for military/veterans who make a reservation for a large meeting room in-person at any library location for an event happening during regular business hours. Valid ID proving military/veteran status must be shown to library staff before starting the reservation. Only the person named on the qualifying documents may make the reservation and serve as the contact for the reservation. The military/veterans discount is not valid for off-hours events, small meeting rooms, and may not be applied to reservations for businesses or non-profit organizations.

SMALL BUSINESSES with fewer than 10 employees are subject to the same terms and conditions as other businesses except for having the added option of reserving the meeting room at the East Library at a reduced rate. See fee schedule for more information.

POLITICS: In order to further civic involvement, the Library encourages elected officials to use Library Meeting Rooms as locations for constituent meetings.  Political rallies or other partisan political programs are prohibited.

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. Individuals or businesses using the meeting rooms are not permitted to engage with library patrons who did not come to the library specifically for their meeting.