Meeting Room Policy

The primary purpose of Euclid Public Library’s meeting rooms is to provide facilities for library-related activities. Library use of the meeting rooms takes precedence over use by community groups. 

When library meeting rooms are not being used for library-related activities, the rooms are available for use by non-profit community groups. Groups may use the meeting rooms to conduct the general affairs of the group and/or present programs open to the general public that are free of charge. Programs that are open to the general public must be open to all. All meetings and programs must be consistent with the informational, educational, and recreational purpose of the library, and non-solicitation in nature. 

Only the library, the Euclid Public Library Foundation, or Friends of the Library may sponsor fundraising activities or purely social functions in the library meeting rooms.
 

Meeting Room Rules:

As a community service, the Euclid Public Library makes its meeting rooms available for use by non-profit community groups of four (4) persons or more. The rooms have occupancy limits, which are available through the library’s online reservations system or from the library’s Help Desk at 216-261-5300 ext 5196, and the rooms can be arranged to accommodate individual speakers, panel groups, or AV presentations. The use of the rooms for community meetings and programs must be in accordance with the following rules:
 

  1. When not in use for library programs, meeting rooms are available by reservation to qualified community groups. The library reserves the right to assign and change meeting rooms or cancel use of meeting rooms by an outside group if the Director determines the space is needed for library purposes. Such “bumping” would be done only after an attempt to provide an alternative room or date for the group has failed.
  2. The library reports statistics on use of its meeting rooms. An attendance statistics sheet is provided in each room. At the conclusion of a meeting, it must be completed and left in the room holder provided.
  3. The name, address, or telephone number of the library may NOT be used as the contact address or headquarters of a group.
  4. The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group’s activities unless the activity is being co-sponsored by the library.
  5. Each group is responsible for setting up its assigned room and restoring it to its original condition after the meeting. Groups may have access to the room 1/2 hour before the scheduled meeting time to allow for setup. Any problem or deficiency with the room must be reported prior to the group’s use.
  6. Groups are responsible for transporting, setting up, and operating their own equipment. A cart can be provided upon request (when available) for bringing such equipment into the building. Groups may not store or leave their equipment at the library overnight.
  7. Library audiovisual equipment is available for use during meetings held at the library. Groups are responsible for operating any equipment furnished. Reservations for available items must be made through the library’s online reservation system.
  8. Light refreshments are permissible in all meeting rooms. Groups must supply their own serving items. The library cannot accommodate food preparation, storage, or cooking.
  9. “No Smoking” and “No Alcoholic Beverage” rules are strictly enforced. Open flames, such as candles, may not be used.
  10. Notice of cancellation of a meeting should be given to the library at least 48 hours in advance of the meeting time. Even in inclement weather, when 48 hour notice is not possible, the library should be notified of cancellations as soon as possible. It is also recommended that groups contact the library in inclement weather to be sure it is open.
  11. Meetings must be conducted so as not to disturb others using the library or other meeting rooms. Groups that disturb library activity, other library users, or who interfere with staff performing their duties will be denied future use of meeting rooms. Theatrical or musical performance groups may not rehearse or perform in meeting rooms.
  12. When using a meeting room, children (under the age of 18) must be accompanied by a parent, guardian, or supervising adult age 21 or older. Children must not be left unattended in the library while their caregivers attend a meeting.
  13. Groups are not permitted to tack, tape, or post any signs or materials on meeting room doors, walls, or elsewhere in the library.
  14. Groups may not transfer their use of rooms to other groups.
  15. Except in cases of emergency, messages cannot be conveyed by the library to meeting room guests.
  16. Meeting rooms are not available for receptions or personal use. Purely social functions may be sponsored only by the library, the Euclid Public Library Foundation, and the Friends of the Library.
  17. The library and its meeting rooms are wheelchair accessible. Any other special needs should be brought to the attention of the library at least 48 hours in advance of a scheduled meeting so that, if possible, the request can be filled.
  18. Meeting rooms may not be used for entrepreneurial or commercial purposes or solicitation of business. No goods or services shall be promoted, sold, or exchanged by sample, description, or pictures.
  19. In addition to the sponsoring group, the adult representative of the group who reserves the room agrees to assume responsibility for the group’s adherence to the rules and any damages to the facility or equipment which may occur as a result of the group’s use.
  20. The library is not liable for injuries to people, damage to their property, or loss of property belonging to individuals or groups using the meeting rooms. Whenever personal injury or loss/damage to property occurs in connection with use of the meeting room, the incident must be reported immediately to the staff member in charge of the library and an incident report must be completed.
  21. Failure to abide by these rules for meeting room use may be justification for denying the group future use of the meeting rooms.

Meeting Room Features and Occupancy Limits

Information on the library’s meeting rooms, their features, and their occupancy limits are available through the online reservation system or from the library’s Help Desk at 216-261-5300 ext 5196.

Attendance must not exceed room capacity.

How to Reserve Rooms

To request use of a meeting room:
 

  1. Rooms may be reserved only by non-profit community groups of four (4) persons or more in compliance with the rules above. Groups may be required to provide supporting documentation showing that they qualify to reserve a room.
  2. The person who reserves a meeting room on behalf of a qualified community group must be 18 years of age or older and must provide a valid Clevnet library card number.
  3. Rooms may be reserved online as directed through the library’s website or by contacting the library’s Help Desk at 216-261-5300 ext 5196 for assistance and directions.
  4. After you complete the online application form, you will receive an email informing you if your request has been approved. The library reserves the right to deny use of its meeting rooms. You are NOT permitted to use the meeting room until your request has been formally approved.
  5. Meeting rooms are available for public use when the library is open, but they must be vacated 15 minutes prior to the library’s scheduled closing time.
  6. Use of the meeting rooms is based upon a rolling 120 day calendar. Groups are limited to two room uses per week.

Adopted by the Board of Trustees 04-21-09; Updated 10-15-13; Updated 10-16-18; Updated 7-21-26