Meeting & study rooms
All 10 branches of the Clermont County Public Library offer meeting rooms available for public use at no charge.
The Bethel, Miami Township, and Owensville Branches have study rooms available to use.
Please read the Meeting Room Use Rules Terms and Conditions and the Meeting Room Use Policy before booking a room.
Meeting Room Use Rules Terms and Conditions
1. Library use of the meeting rooms takes precedence over all other uses. The Library reserves
the right to change meeting rooms or cancel use of meeting rooms by an outside individual,
group, or organization if the Director or the President of the Board of Trustees determines the
space is needed for Library purposes. If the Library must close due to emergency situations
or inclement weather, all meetings scheduled during the closure will be canceled. Closures
are announced on the Library’s Facebook page and website. The user may reschedule a
canceled meeting, based on room availability and within a reasonable time frame.
2. The Library provides meeting rooms for the public to use, as long as the gathering does not
disturb other Library activities or guests. Users of the room are subject to, and must comply
with, the Standards of Library Behavior policy.
3. Meeting room use may be denied to anyone failing to comply with the policy, rules terms
and conditions, or Standards of Library Behavior. The Library reserves the right to withdraw
permission for meeting room use when conditions so warrant and to stop meetings which
interfere with or are disruptive to the normal operations of the Library.
4. Reservations will be held for 10 minutes past the requested start time. If the user has not
arrived by that time, the reservation will be canceled. The Library requests at least a 24-hour
notification in the event of a meeting cancelation.
5. Meeting rooms are available only during Library hours and must be vacated 15 minutes
before closing. A representative from the group must check in prior to occupying the room.
The meeting rooms cannot be occupied prior to or after the specified time without prior
approval.
6. Except as a designation of location, the name and contact information of the Library may not
be used in any publicity for the meeting. Use of the meeting room does not mean the Library
endorses the purposes and policies of the user utilizing its meeting rooms. The user will not
imply that the Library is a sponsor of the meeting in publicity or during the meeting.
7. The user is required to both set up and breakdown the room, returning the room to its original
condition, unless instructed otherwise. Library staff are not responsible for setting up or
assisting with set up or break down of the room.
8. The user is responsible for any clean up following the meeting. If professional cleaning is
required, charges will be passed on to the responsible user.
9. Tables, chairs and audio/visual technology may be available for use with advance notice, or
the user may arrange to bring their own equipment and/or supplies. The user should be aware
that meeting room technology may not be compatible with their personal devices and should
inquire in advance what technology is available for use. The Library is not responsible for
equipment, supplies, or any other materials owned by the user.
10. The user cannot attach to or hang items on meeting room walls or ceilings. Tape, tacks, and
other fasteners may not be used on Library walls or equipment. If the room or equipment is
damaged, the repair or replacement cost will be paid for by the responsible user.
11. Alcoholic beverages or drugs of any type may not be brought into, served, or consumed on
the Library’s premises. Smoking on Library premises is not permitted.
12. Light refreshments may be brought into Library meeting rooms; however, candles, open fire
(Sterno, etc.) and/or cooking, other than use of the microwave (if available), are not
permitted.
13. Inflatables, such as bounce houses and slides, are not permitted.
14. The Library cannot store equipment and/or supplies, personal or otherwise, for any non-
Library meeting room function. If the user has reserved the room for consecutive days, all
materials and items brought into the room by the user must be removed at the end of each
day.
15. Library staff are not permitted to receive materials sent by or sent to people using the
meeting room. In addition, Library staff are not permitted to take telephone messages for
guests attending meetings or events.
16. Damage and/or accidents must be reported immediately to the staff member in charge, who
will report the incident according to Library procedures.
17. Staff-only areas are considered off limits to all meeting room guests.
18. Meeting room capacities must not be exceeded. Branch capacity information is listed on the
room reservation system and posted in the meeting rooms.
19. The Clermont County Public Library does not permit a person, other than a law enforcement
officer or person otherwise authorized by law, to possess a firearm, dangerous ordnance, or
other deadly weapon in a Library building.
20. By requesting to use a Library meeting room, the user of the meeting room acknowledges
their willingness to be addressed at some time during its meeting by a Library staff member.
21. For safety reasons, the user cannot remove, cover, or otherwise conceal any of the required
safety items in the room including but not limited to emergency exits, maximum occupancy
sign, and/or fire alarm pulls. The user cannot materially alter the room such that it hinders the
safety features, such as covering sprinklers, removing fire extinguishers, covering emergency
signals for hearing impaired persons, or putting up materials that deaden sound so that fire
alarms aren’t heard, etc.
22. Groups or individuals using meeting rooms shall indemnify, defend, and hold harmless the
Library, its trustees, officers, agents, and employees from and against any and all losses,
damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from
any act, omission or error of the such group or individual and any users, employees, agents,
representatives, guests, invitees, resulting in or relating to personal injuries or property
damage arising from the group's or individual’s use of the Library.
Meeting Room Use Policy
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.