Meeting room reservations

All meetings held in the library's meeting rooms must be open to the public. The use of the Library meeting rooms will be limited to meetings of non-profit groups for which no admission charge is made and at which no items or services are promoted or sold. Non-profit organizations are those engaged in intellectual, charitable, civic, cultural, educational and/or recreational activities. Rooms are NOT available for use by individuals to promote a self interest, or for private parties (e.g. birthdays, reunions, showers). Meeting rooms may NOT be used by for-profit groups, companies, organizations or individuals.

Groups may hold meetings from the time the Library opens until 15 minutes prior to the library's closing time. A meeting room application must be completed before use of any meeting room is authorized. (See #4 below.) Registration at least 24 hours in advance may be required. Bookings are not considered confirmed until the completed application form is approved. Applications can be found online at www.worthingtonlibraries.org. There is no charge for using Library meeting rooms. Meeting attendees at Old Worthington Library are encouraged to carpool whenever possible and must park in areas other than the three (3) library parking lots, with the exception of those with handicap parking permits. Due to these parking limitations, meeting room use at Old Worthington Library is limited to groups with 35 or fewer attendees. The person making application must inform all attendees of these parking limitations.

Meeting rooms are available on a first-come, first-served basis. Groups can schedule meetings up to 90 days in advance. Cancellations should be made as soon as possible in order to make the room available for others. The Library does not post signs about such cancellations. The Library reserves the right to change or cancel any meeting if circumstances at the Library so demand, including room reassignment based upon the size of the group. Bookings will be limited to once per 28 days, per group. When the Library must close due to an emergency, all efforts will be made to notify groups scheduled to use the meeting rooms. If in doubt, please call the Library or listen/watch the local radio/TV stations.

A representative of the group requesting to use a Library meeting room will be required to submit an application form in advance to provide the Library with needed information. Individuals booking the meeting room must be at least twenty-one (21) years of age and an adult, age 21 or older, must be present during the entire use of the facility by the group. The signatory on the application accepts responsibility for assuring that no alcoholic beverages or controlled substances are brought into the Library.

Notices posted in the Library or submitted to the media announcing the meeting must first be approved by the Library Manager or his/her designee. The name, address, or telephone number of the Worthington Libraries may NOT be used as the contact person. Publicity about the use of the meeting room by a non-library group shall not state that the Library sponsors the group's activities unless the activity is being co-sponsored by the Library.

The Library provides a limited number of tables and chairs for use in the meeting rooms. Groups should specify the quantity needed at the time of booking. It may be necessary for groups using the meeting room to set up and take down the tables and chairs they use. Some equipment items are available and may be requested on the application form. The Library assumes no responsibility for equipment failure and resultant damages to patron property. Special arrangements may be made to use the meeting room kitchen. Clean up of the room is expected and required.

Meetings held in the Library meeting rooms must not disturb normal Library operations. The Library reserves the right to stop meetings that are disruptive to normal Library operations. The Library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using the meeting rooms either by vandalism, abusive action or other use in violation of the stated purposes of this policy at the Library's discretion. The signed application form assigns responsibility for loss or damages to the room or other library property to the signatory of the application. Further, the signature also denotes that the group and designated responsible individual agree to indemnify and hold harmless the Worthington Libraries Board of Trustees and its members, employees and agents from any claims and liability arising out of or related to the use of the facilities. If requested, the signer must provide a Certificate of Liability Insurance on behalf of the group before the meeting date.