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    Policy and Rules for Use of Library Meeting Rooms

    Policy on Meeting Room Use

    The Library provides designated meeting rooms and spaces, including Louis Stokes Wing Auditorium, that are available for meetings that are educational, cultural, religious, or civic in nature. Meeting rooms are not intended to function as administrative offices for organizations or individuals. If space is available after Library-related obligations have been met, meeting rooms are available to organizations or individuals for programs and meetings when such activities will not interfere with normal use of the Library and the use is consistent with this policy. This policy shall apply to the use of Library meeting rooms and the Louis Stokes Wing auditorium during regular hours of library operation. 

    Rules for Meeting Room Use

    The Library shall schedule non-Library meeting room use after the needs of the Library have been met.

    The Library reserves the right to attend any meeting held in its facilities to ensure no illegal activities are occurring on Library premises. The public cannot be excluded from general meeting room use.

    Non-Library-sponsored groups are not permitted to charge admission or registration fees, and no products or services may be sold on Library premises. No collections are permitted.

    Meetings held in Library meeting rooms must not disturb Library operations. The Library reserves the right to stop meetings that are disruptive to Library operations. Groups that disturb Library operations may be denied future use of meeting rooms.

    An adult (aged 18 or older) associated with the group must complete the meeting room application and shall be responsible for all costs and damages resulting from use of Library meeting rooms.

    Groups may reserve Library meeting rooms a maximum of 15 times in a 12-month period.

    Meeting room reservations will end 15 minutes before the Library closes, unless prior arrangements have been made with Outreach & Programming Services.

    At the time a meeting room is requested, the applicant for the meeting room should indicate whether or not refreshments will be served. If refreshments will be served, a cleaning fee may be assessed if the group fails to contain all food at the end of the meeting.

    Requests and arrangements for specific room setup are subject to availability and must be made at least ten days prior to the meeting. The Library may offer the following setup options, depending on the room: classroom set up (tables and chairs) or auditorium seating (podium with chairs facing front (no tables).

    If audio and projection equipment is desired, requests and arrangements must be made at least ten days prior to the meeting and are subject to availability. If the group requires staff time to operate AV equipment, an hourly fee will be charged.

    Groups of fewer than five may not reserve meeting rooms in advance but are permitted to use them on a first-come, first-serve basis, depending on availability.

    Attendance at meetings may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room.

    Smoking is prohibited on Library premises.

    The Library is not responsible for equipment, supplies, materials, or other items owned by a group and cannot provide overnight storage for any group.

    Groups using the Library meeting rooms must not use advertising and/or publicity that imply their programs are sponsored, co-sponsored, endorsed, or approved by the Library, unless written permission to do so has been previously given by the Library. No group is allowed to tack or tape anything to walls or doors.

    The Library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using the meeting rooms as determined by the Library, including, without limitation: disruptive behavior, vandalism, theft, failure to appear for a scheduled meeting and/or failure to exit the building on time.

    The Library reserves the right to cancel or change the location of any meeting if circumstances so demand and will endeavor to give at least 24 hours’ notice of cancellation or change. The Library reserves the right to cancel meetings with less than 24 hours’ notice due to acts of nature or situations warranting an emergency Library closing. The contact person listed on the meeting room application will be notified.

    Library staff will meet the group on the day of the meeting to provide access to the room and confirm the attendance on the day of the meeting. This information will be noted for statistical purposes only.

    Fees for Meeting Room Use During Open Hours

    There may be fees associated with meeting room use. Fees are quoted upon request and set by the Library Board of Trustees. Outreach & Programming Services will approve any charges for meeting room use and accept payments. Payment is due within seven (7) days of requesting a reservation. After seven (7) days, payments will be considered late and pending reservations may be cancelled. 

    All cancellations for the auditorium in the Louis Stokes Wing must be made in writing and received no later than fifteen (15) days prior to the event date and are subject to a $50 administration fee. If an event in the auditorium is cancelled less than fifteen (15) days prior to the scheduled event date, a 25% cancellation fee based on the auditorium use fee and the $50 administration fee will be assessed. 

    If the Library has to cancel the reservation due to a Library event or closure, a full refund will be issued. Refunds will not be issued if the event is cancelled by the Library  due to noncompliance with the Library’s Meeting Room Policy.

    Fees may be incurred in the following instances:

    • When the event is anticipated to have 50 or more attendees.
    • When refreshments are served in a CPL facility, a cleaning fee may be assessed.
    • When AV equipment is requested and staff assistance is required.
    • Groups and individuals will be charged for meeting room use and staff overtime charges if an event is scheduled to take place outside library hours.
    • In addition to meeting room fees, overtime charges for Library staff will be charged. All charges will be quoted as requested.


    Library staff will meet the group on the day of the meeting to provide access to the room and confirm the attendance on the day of the meeting. This information will be noted for statistical purposes only.

    Meeting Room/Auditorium/Facility Fees
    Activities Co-sponsored by Library No Charge
    Activities Not Co-sponsored by the Library:
    Branches
    Library open No Charge
    If food served $25.00
    Main Library
    Stokes Wing Auditorium (218 seats; Maximum Capacity 315) $500.00 per four hours plus staff costs
    Main Library (designated areas in Main Library and Stokes Wing) and Garden - Only available when Library is closed $2,500.00 plus overtime costs
    Cleveland Digital Public Library Learning Commons $250.00 four hours plus staff costs
    Main Library Treasure Room - Only available when Library is open No charge
    Stokes Wing Meeting Room 218 (Cap. 116; can be sub-divided) 

    Open - No charge
    Closed - $100.00

    If food served $50.00
    Multiple room booking fee $100.00
    Staging and breakdown fee $50.00 / hour
    Private, After-hours Events at Main Library for Donors of:
    $10,000 One private event,
    no charge
    $25,000 or more Two private events, no charge

     

    Policy on Use Outside of Regular Library Hours

    Selected Cleveland Public Library spaces in the Main Library and Louis Stokes Wing are available for rental for weddings, receptions, parties, performances, fundraisers, and meetings outside of Library hours. The Library’s Policy on Patron Conduct is applicable to all events taking place at the Library, regardless of timing.

    Requests for rental of space before or after regular Library hours must be made to the Outreach and Programming Services department as far in advance as possible. Rentals are made on a first come, first served basis. Hours of rental are subject to approval of the Library. Anyone in Library facilities outside regular Library hours may be asked to provide identification.

    Contract Requirements

    Any party who desires to rent Library facilities for use outside regular Library hours must enter into and adhere to the Library’s facilities use agreement. The contract, among other things, requires the user to hold harmless and indemnify the Library from injuries or property damage that occurs as a result of their use of the Library facilities. A copy of the contract can be found on the Library’s website (http://www.cpl.org) and all the terms of the contract are incorporated into this policy.

    Insurance and Liability

    Renters must have commercial liability insurance in the minimum amount of $1 million dollars per occurrence/aggregate, and name the Board of Trustees of the Cleveland Public Library, its officers, and employees, as additional insureds on the policy. If users intend to serve alcohol the renter must have liquor liability insurance with a minimum of $1 million dollars in coverage, and name the Board of Trustees of the Cleveland Public Library, its officers, and employees, as additional insureds. Certificates of insurance verifying coverage must be provided in advance of the event. 

    Serving Food and Alcohol

    The Library does not provide catering services and does not possess a license to serve alcoholic beverages. Any renter desiring to serve food must make arrangements with a caterer acceptable to the Library, and comply with all health laws. The Library must be made aware of the use of kerosene, canned heat, and other flammable heat sources and will approve their use on a case-by-case basis. Renters desiring to serve alcohol must obtain the appropriate liquor license and provide the Library with a copy of the liquor license in advance of the event. 

    Event Promotions / Invitations

    Renters of the Library facilities must not use advertising and/or publicity that imply their programs or events are sponsored, co-sponsored, endorsed, or approved by the Library, unless written permission to do so has been previously given by the Library.

    Fees for Meeting Room Use Outside of Regular Library House

    Rental fees will be charged in accordance with the Fines and Fee Schedule approved by the Board of Library Trustees. Fees will be quoted by request and an estimate of event cost, including Library staff charges, will be provided before the facilities use agreement is signed.

    Outreach & Programming Services will approve any charges for meeting room use and accept payments. A deposit is required to reserve a space in advance and is nonrefundable. Full payment is due no later than seven (7) days after requesting a reservation. After seven (7) days, payments will be considered late and pending reservations may be cancelled. 

    General

    No candles, glitter, birdseed, confetti, or rice (except for meals) may be used inside Library buildings.