Meeting Room

Meeting Room Request Form (to print out)

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

Meeting Room Policy

The Library meeting room is available to noncommercial groups in the Fairport Harbor Exempted School District regardless of their beliefs or affiliations. The room shall be allocated on a first come, first served basis as scheduling permits. The Library reserves the right to limit use where the demands for meeting space so require. Library sponsored and co-sponsored programs have priority for use of the Library meeting room. Groups may use the meeting room for any activities except religious services, commercial or fund-raising activities, or campaign activities. Campaign activities are defined as those activities directly related to the campaign of individual political candidates or ballot issues.

Rules for Use

All use of the Library meeting room must be approved by the Library Director.

The meeting room is available for public use when the Library is open, but must be vacated 15 minutes prior to the scheduled time of closing. Arrangements may be made for use during non-open hours provided a staff member is available. The meeting room is not available to the public on days when the Library building is not open.

Groups reserving the meeting room in advance must consist of at least 5 individuals. Maximum attendance is limited by the local fire code.

THERE IS NO SMOKING IN THE LIBRARY OR THE MEETING ROOM.

Applications for use of the meeting room before or after normal Library hours must be made 48 hours in advance.

The signer of the agreement, who must be an adult, is responsible for the orderly conduct of the group. In the event of any damage to Library property and/or equipment that individual will be liable. Young children accompanying adult users of the meeting room shall not be left unattended in the library.

Meetings planned as commercial endeavors or to advertise products or services are prohibited.

Only the Library or the Friends of the Library may sponsor fundraising activities in the Library meeting room.

Non-library groups are not permitted to engage in fundraising activities nor to charge fees or admission to programs held on Library premises. Club dues, tuition, and other shared costs within an organization are not considered fees.

No kitchen facilities are available. Each group is responsible for cleaning up after meeting room use.

THE SERVING OF ALCOHOLIC BEVERAGES IS NOT PERMITTED ON LIBRARY PREMISES.

The Library reserves the right to withdraw permission for meeting room use when conditions warrant such action. Meetings must be conducted so as not to disturb others using the Library. Groups who disturb Library activities or Library users will be denied future use of the meeting room.

Storage of equipment and/or supplies is not permitted in the Library.

The name, address, or telephone number of the Library may not be used as the official address or headquarters of an organization. The use of the meeting room by a non-library group shall not be publicized in such a way as to imply sponsorship of the group’s activities by the Library.

THE LIBRARY BOARD OF TRUSTEES OR STAFF MEMBERS WILL NOT BE RESPONSIBLE FOR ACCIDENTS, INJURY, OR LOSS OF INDIVIDUAL PROPERTY WHILE USING THE MEETING ROOM.

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