Meeting Room

During the summer, the meeting room is available during open library hours
(Monday- Thursday 9am-6:45pm, Fridays 9am-2:45pm, Saturdays 9am-12:45pm)

During the school year, the meeting room is available
Monday-Thursday 3pm-6:45pm and Saturdays 9am-12:45pm.

Please read the Meeting Room Policy and Rules for Use (below)
before submitting your request form.

The meeting room is available at no charge for non-commercial or nonprofit groups. Commercial endeavors, political groups, businesses, or individuals wishing to use the room will be asked to make a donation to the Friends of the Library.   Private social gatherings such as showers, birthday parties, family reunions, etc. are not permitted.

Meeting Room Request Form (to print out)

Fairport Harbor Public Library Meeting Room

Fairport Harbor Public Library provides meeting space where groups can gather for cultural, civic, intellectual, and informal educational engagement.  The Library meeting room is available to groups in the Fairport Harbor Exempted School District regardless of their beliefs or affiliations.  To book the meeting room, users must read and accept our policy and rules then fill out and sign a meeting room application/use agreement. 

Meeting Room Policy

  1. Fairport Harbor Public Library ’s meeting room is used primarily for library-related programming. When available, it can also be reserved by groups or individuals for cultural, civic, intellectual, and informal educational purposes. The Library reserves the meeting room on a first-come, first-served basis, as scheduling permits.
  2. The needs of the Library and its affiliates take precedence over those of other organizations.  Other than the regularly scheduled monthly Fairport Harbor Exempted Village School District board meetings,  Library events will always have top priority in use of the meeting room.  Fairport Harbor Exempted Village School District events will have priority for use of the Library meeting room over other outside organizations.   The Library reserves the right to limit use where the demands for meeting space so require and, when necessary, the Library will notify a group as soon as possible if its scheduled meeting room use needs to be canceled. 
  3. The meeting room is available at no charge for non-commercial or nonprofit groups. Commercial endeavors, political groups, businesses, or individuals wishing to use the room will be asked to make a donation to the Friends of the Library.  
  4. Public social functions may be sponsored by the Library or the Friends of the Library.  Private social gatherings such as showers, birthday parties, family reunions, etc. are not permitted.
  5. The right of a group to meet in the public library does not constitute an endorsement of the group’s policies or beliefs by Fairport Harbor Public Library.   The Library reserves the right to withdraw permission for meeting room use when conditions warrant such action.
  6. No person or entity using the meeting room is permitted to deny admission to the meeting room to any person on the basis of race, color, ancestry, system of belief, national origin, citizenship, pregnancy, gender,  gender identity, gender expression, sexual preference, age, veteran or military status, disability, genetic information, or any other characteristic protected by federal, state, or local law.

Rules for Use.

  1. All use of the library meeting room must be approved by the library director.
  2. Applications must be submitted by mail to:  Director, Fairport Harbor Public Library, 335 Vine Street, Fairport Harbor, OH 44077  or in person during regular Library hours at the same address.  Any donation should accompany the signed agreement.
  3. Groups reserving the meeting room in advance must consist of at least 5 individuals. Maximum attendance is determined by the local fire code as well as seating and parking limitations. Smaller groups may not reserve the meeting room in advance but are permitted to use meeting room facilities on a first come first serve basis upon availability.  All those reserving or using the meeting room must fill out an application/use agreement.
  4. A group may schedule a meeting room in advance or on a reoccurring basis six months in advance depending upon library planning needs as determined by the Director.  The Library reserves the right to limit the number of meetings per month. 
  5. The meeting room is available for public use when the Library is open.  The room is not available on days when the library is closed. The meeting room must be vacated 15 minutes prior to the scheduled time of closing.  Groups which do not vacate a meeting room in a timely fashion may have their meeting room privileges suspended. The Director or designee may terminate a meeting in progress for exceeding time limits, for violating this or any other library policy, or in the case of an emergency.
  6. All groups utilizing a meeting room will be required to sign an application/use agreement. The individual signing the agreement must be an adult (age 18 or older) and is responsible for the orderly conduct of the group.  All meeting room attendees must follow the Library’s Code of Conduct and meetings must not disturb others using the Library. In the event of any violation of the code of conduct or damage to library property and/or equipment, the signing individual will be liable and future use of the meeting room may be denied.
  7. All minors should be always supervised by an adult.  Young children accompanying adult users of the meeting room shall not be left unattended in the library and will follow all library child visitor policies.    Minors are not permitted to use the meeting room without adult supervision.   For groups comprised primarily of minors, applicant agrees to have one adult in attendance in a supervisory capacity for every ten minors. 
  8. No funds of any kind or admission fees may be solicited or collected at the Library.  Sale of products or services is not permitted on Library property unless it is a Library or Friends of the Library sponsored event.  The Library reserves the right to determine if the sole or primary purpose of a meeting is for the commercial sale of any product or service and to prohibit meetings determined to be primarily for this reason. Club dues, tuition, and other shared costs within an organization are not considered fees.  Fees for program supplies (for example, art materials) are permitted.
  9. When the meeting room is used the event must be free and open to the public and may not be restricted to the membership of the sponsoring organization.  Any member of the public that sees a meeting taking place may enter and participate in the meeting.
  10. Library staff may enter and remain in the meeting room at any time. 
  11. Regular library parking and public restrooms are available.  Library staff will not be responsible for taking telephone messages for guests attending meetings in the library meeting room.
  12. A white board is available in the meeting room.  Groups must supply their own dry-erase markers.  The board must be erased entirely at the conclusion of the meeting.
  13. Wireless internet access is available.  Standard library-use policies apply.  Any other equipment must be supplied by the group or individual reserving the room.
  14. Groups are responsible for transporting, setting up and operating their own equipment.  A cart can be provided upon request for bringing such equipment into the building.
  15. Room users are responsible for the set-up furniture for their meetings.   Clean up is the responsibility of the user and the room is to be returned to like condition.   Clean up includes wiping tables and chairs, as needed.  The floor should be swept as needed.   Cleaning supplies are available onsite.   Garbage should be disposed of in the appropriate provided receptacles.
  16. Total hours requested for use of the room must include set-up and clean-up time.  Room use period begins when the room is opened.  The clean-up and load-out of equipment and personal belongings must be completed within the timeframe on the reservation agreement and within the framework of the Library’s public service hours. 
  17. A limited number of tables and chairs are available.  Applicant is responsible for arranging furniture as necessary for their event and returning the room to its original condition.  All chairs must be returned to the storage racks.  
  18. Applicants agree to accept liability for any theft of property or damage to the facility, its furniture, or equipment caused by the occupancy of said premises by their organization and any resulting damages will be charged to the sponsoring group or individual.
  19. No kitchen facilities are available. Groups wishing to serve refreshments may do so but must bring their own supplies and utensils and are responsible for cleaning up after meeting room use. The serving of alcoholic beverages is not permitted on library premises. Smoking, and any type of open flame, in all areas of the library is prohibited.
  20. Meeting Room attendees must follow the Library’s Code of Conduct. Meetings must be conducted so as not to disturb others using the library. Groups which disturb library activities or library users will be denied future use of the meeting room.
  21. The Library reserves the right to enforce fire codes, noise limitations or any other rule approved by the Library Board, to cancel any reservation for failure to follow library rules, to preserve a safe environment, or for any emergency that may arise.  Activities involving the presence or use of any firearms, live ammunition or hazardous substances are not permitted (excluding the use of law enforcement personnel in the normal scope of their duties).
  22. Cancellation notice must be given at least 48 hours in advance. Failure to give notice may jeopardize future bookings.
  23. Storage of equipment and/or supplies is not permitted in the library.
  24. All marketing/advertising materials should contain the contact number for the group listed on the meeting room application.  The name, address, or telephone number of the library may not be used as the official address or headquarters of an organization.  Unless the activity is formally being cosponsored by the Library,  written, electronic, or oral announcements/advertisements implying any Library endorsement of a group, or its activities are not permitted.  Advertisements should carry a disclaimer that states “The Fairport Harbor Public Library Board of Trustees, administration, and staff do not endorse or approve any group applying to use Library meeting room or facilities, and makes no endorsement, express or implied, of any non-library event.”   Non-commercial or nonprofit groups using the Library meeting room may post one 8 1/2×11 sign announcing the event on the library community bulletin board.  Advertising the event anywhere else inside or outside the Library building or giving materials to patrons in or around the Library is prohibited.  Handouts may be made available on a table inside the meeting room for those attending the meeting to pick up if they desire.  The Library will accommodate directional advertising.
  25. The Library reserves the right to take photographs of meetings/events open to the public.
  26. The library board of trustees, administration, or staff members will not be responsible for accidents, injury, or loss of individual property while using the meeting room.

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