Akron Public Library
Community Room Guidelines
Primary Purpose
The primary purpose of the Akron Public Library’s Community Room is for library activities, including programs presented by library staff or other organizations affiliated with the library. When the Community Room is not being used for a library activity, the space will be available to the public for governmental, community, non-profit, civic, cultural, or educational programs or meetings. Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. The library does not advocate or endorse the viewpoints of any group or individual.
No Solicitation
No products or services may be advertised, solicited, or sold in the Community Room or on Library property, and no admission fees can be charged. The only exception to this rule would be board-approved book signings, where the sale of the author’s book(s) would be permissible to the public. The only fundraising events that will be permitted are those that are sponsored by the Library or other organizations affiliated with the Library.
General Guidelines
The use of the Community Room must be approved by the library director.
Attendance at meetings must be limited to the seating capacity specified by the library. Open aisles must be maintained within the seating arrangement to provided clear access in case of emergency.
Smoking or the use of tobacco products or alcoholic beverages on the library grounds is strictly prohibited.
Private parties such as receptions, (i.e. bridal, graduation, baby, etc.) are only permissible with the consent of the director.
Arrangements will be made at the time of deposit as to how and when the Community Room can be entered and how it will be locked up after the event. The facility must be vacated by no later than 8:00 p.m. on the day of rental (or possibly earlier if the situation warrants), and cannot be booked for longer than an 8 hour period.
Except for library or library co-sponsored activities, groups and organizations which use the library meeting room shall arrange for and provide their own special equipment needs. As a general rule, the library does not allow the use or rental of their audio/visual equipment for non-library related purposes unless a trained library staff member or board member is present. However, with the consent of the director, the use of the projector, cords, and remote (by individuals who rent the Community Room) may be allowed for certain in-house functions, provided that an additional $50 refundable deposit be paid and that they receive instruction on the proper use of the equipment by one of the library staff. (Total deposit would equal $150.) Renters must provide their own laptops/audio/video devices.
If an individual or group needs to cancel a scheduled Community Room reservation date, it must be done at least 24 hours in advance of the scheduled meeting. Failure to notify the library may result in a non-refundable deposit.
Individuals or groups renting the community room are responsible for cleaning up and leaving the facilities as they were found, including the placement of tables and chairs. Nothing may be affixed or mounted in any way to the walls or ceiling tiles. Nails, screws, and staples are not to be used. No equipment or furniture may be taken from the premises. All lights must be turned off when leaving and all trash must be taken from the premises.
If kitchen facilities are used, they must be left clean, with all counters and sinks wiped clean, along with the stove, microwave and refrigerator. No food is to be left in the refrigerator.
The consequences of leaving the facility in an unclean state or unacceptable manner may result in an extra charge being assessed and future access to the facilities being denied. Children are to be supervised at all times.
The individual or group reserving the meeting room shall be responsible for any damage to, or loss of library property. The library assumes no liability for loss of items, theft, or damage to property brought onto library property, or for injuries which occur as a result of actions of sponsors or participants in activities in the community room.
The library reserves the right to attend any meetings held in its facilities (except for lawful executive sessions of government bodies) to verify that no illegal activities are taking place on the library’s premises.
The community room cannot be rented during regular business hours without the consent of the director.
Security cameras are in use 24/7 and any attempt to tamper with cameras will result in possible fines and/or immediate eviction from the premises.
The library can impose reasonable conditions for the use of its meeting rooms to ensure that public and private property is not damaged through use of its facilities, and to ensure that the safety, welfare, and comfort of the public is not disturbed. No individuals or groups will be permitted use of the room if that usage would be deemed disruptive of the programs andactivities of the library. The library reserves the right to revoke permission previously granted if deemed appropriate and in the best interest of the library.
Anyone violating these rules may be subject to penalties and/or possible legal prosecution if the situations warrants.
Fees
Individuals/groups will be charged a $100.00 rental fee, plus a $100.00 refundable deposit per day for rental of the room. The deposit must be received before the room can be reserved and must be received at least two weeks prior to the event. The rental fee must be received at least 48 hours prior to the event.
The following rental fees apply to not-for-profit organizations which serve the Akron community (Maximum time is 4 hours.):
Small Groups (25 individuals and under): $25.00 rental + $100 refundable deposit
Large Groups – (Over 25 individuals) $50.00 rental + $100 refundable deposit
Maximum capacity for Community Room
- With chairs (no tables) 75 people
- With tables and chairs 50 people
Approved by the Akron Public Library Board on July 9, 2013
Last updated/approve by the Akron Public Library Board of Trustees on 11/5/19, 12/6/22
