Public Library of Steubenville and Jefferson County
Board of Trustees Policy: Community Meeting Room Use
Approved by Resolution No: 08-09 October 14, 2008
Amended November 19, 2024

The Public Library of Steubenville and Jefferson County maintains a Community
Meeting Room at the Main Library, intended to further the library's mission of
facilitating the exchange of diverse information and ideas.
The primary purpose of the meeting room is to promote library services through
programs, meetings and other library activities presented and/or sponsored by the
library system.

When the meeting room is not being used for a library activity, the space will be
available to the public for meetings of not less than 12 persons, nor more than 60
persons. Access is 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.
The following rules apply to the use of the meeting room by organizations and the
public:

• All meetings must be open to the public. Organizations conducting a business
meeting or program may wish to restrict public comments during that part of the
meeting.
• No admission fees may be charged. No products or services may be solicited or
sold in the meeting room or on library property. No collections may be taken.
Educational courses conducted by the sponsor of the program may charge for
learning materials or course credits, but observation by members of the public
who do not pay the fees is at the discretion of the sponsor of the course.
• Only fund raising events held by the library are permitted.
• Meeting room programs must not interfere with library operations. Music,
singing, dancing and not permitted.
• The use of the meeting room for private social functions such as parties, card
clubs, and receptions are not permitted. All functions must be held within regular
library hours of operation.
• The library system assumes no liability for theft or damage to property brought
onto the library property or for injuries, which occurs as a result of actions of
sponsors or participants in activities in the meeting room.
• Community Meeting Room space is intended for specific events rather than regularly
scheduled, on-going meetings. The meeting room may not be used by an
organization more than four times per year, and the room can be reserved up to 60
days in advance. It must be reserved at least 7 days in advance.
• An application form, completed by someone more than 18 years of age, must be
completed within 5 days of the initial request or the reservation will be cancelled.
The library should be notified immediately if the program is cancelled.
• The room is booked in 3-hour blocks of time. On weekdays, the times are 10:00 -
1:00, 2:00 - 5:00, and 5:00 - 7:45. On Saturday, the times are 10:00 — 1:00 and 1:45
— 4:45.
• There is no charge for use of the meeting room.
• Permission to use the meeting room includes ordinary furniture and equipment that
is part of the room's operations for the public. Set-up of the room will be provided if
notified 7 days in advance of the date. Room arrangement cannot be modified the
day of the event.
• The individual or group reserving the room shall be responsible for any damage or
loss to the property.
• Only light refreshments may be served in the room, a coffee urn is provided for use if
needed.
• Smoking is prohibited by Ohio Revised Code. The use of alcohol and any form of
tobacco product is prohibited.
• Nothing may be mounted to the walls in the meeting room.
• The library is not responsible for managing registration of the meeting/event for
which the meeting room is being used. List the business/organization’s contact
information for all forms of publication and promotion.
• Directions for your event may include the library’s address and library’s name on
your promotional publications.
• The meeting/event will not be advertised or promoted by the library including listing
your event in its newsletter or on its website and social media. All advertising and
promotion is done by the business/organization and cannot include using the
library’s PLSJ logo.
• The Main Library reserves the right to terminate a program in progress if the above
regulations are not being followed, and may prohibit any further scheduling of the
meeting room. If the room is left in a disorderly fashion, the group can be invoiced
for damage and repairs necessary.
• The Assistant Director and/or the Director of the library system, will make a final
decision on the use of the meeting room.