Meeting Room Use

The Clermont County Public Library, hereinafter referred to as “the Library,” as an institution of education and democracy, welcomes the community’s use of its meeting rooms. Library meeting rooms are available to all individuals or groups, hereinafter referred to as “user,” within the community. Library meeting rooms may be reserved, based on availability, free of charge. It is important to note that no admission fee, attendance charge, or donation may be assessed to the individuals attending an event, meeting, or program. All meeting room scheduling will be done on a first-come, first-served basis; however, first priority in the use of Library meeting rooms will always be given to the Library. When they are not scheduled for Library functions, the meeting rooms at all Clermont County Public Library branches will be available for use only during regular library hours.

Reservations for the meeting rooms shall be accepted up to two (2) months in advance of the meeting date. Please note that the Library is unable to guarantee availability for regularly scheduled meetings, and the Library reserves the right to change meeting room reservations in the event either the Library Director or the President of the Library Board of Trustees determines the meeting room is needed for Library purposes.

In order to reserve a meeting room, the user agrees to abide by the rules established by the Library. A representative of each user group is expected to read this policy and the rules in advance of use, and is required to complete the online Request for Use of Meeting Room application, found on the Library’s website, clermontlibrary.org. The application assigns responsibility for damages or loss to the room, furnishings and/or equipment to the user sponsoring the event, meeting, or program.

The user or group representative signing the Request for Use of Meeting Room application must be at least 18 years of age. A reservation for a group under the age of 18 years must be made by a supervising adult, and the group must remain under adequate adult supervision at all times. Meeting room use may be denied to anyone falsifying a meeting room application.

The Library shall approve and schedule only those meeting room events which will not pose a disturbance to Library activities or guests. The user requesting use of a meeting room will be held responsible for the orderly conduct of the group, and for any loss or damage to Library property or injury to individuals. Children must not be left unsupervised in the Library while parents or legal guardians attend events, meetings, or programs.

The user of the Library meeting rooms agrees to comply with the Meeting Room Policy, the Meeting Room Rules Terms and Conditions and the Library Usage and Standards of Behavior Policy, available on the Library’s website. Meeting room use may be denied to anyone failing to comply with the policies, and/or rules. The Library is not responsible for injuries, accidents, or acts of negligence that may occur on Library premises. The Library reserves the right to withdraw permission for meeting room use when conditions so warrant, to stop meetings which interfere with the normal and safe operation of the Library, and/or to suspend users’ meeting room privileges. Reinstatement of meeting room privileges can only be granted by action of the Library Board of Trustees.

Soliciting signatures on a petition is not permitted inside Library buildings, including meeting rooms. Members of the public may solicit signatures on a petition on the sidewalk outside the facility provided they are not interfering with access to or use of the Library.

Except as a designation of location, the name and contact information of the Library may not be used in any publicity for the meeting. Reservation approval of the meeting room(s) does not mean the Library endorses the purposes and policies of the user(s); therefore, the user(s) shall not imply the Library is a sponsor of the meeting in publicity materials, including but not limited to social media, posters, fliers, and advertisements, nor during the actual meeting/activity.