The meeting rooms have been provided to expand library services offered to the community; however, library programs have priority over any reservations made. Use of the meeting rooms does not constitute sponsorship or endorsement by the Columbus Public Library. The library’s name may only be used to indicate location of the meeting and not as a referral for information about the meeting. The following policies regulate community use and do not apply to library programs, government functions, Friends of the Library, or CPL Foundation events.
The use of the meeting rooms is available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. However, they may not be used for meetings involving;
• commercial sales or financial transactions.
• admission fees, collections taken, or donations.
RESERVATIONS
The library reserves the right to review all applications before approval to determine whether or not it conforms with the meeting room policy. All decisions are at the discretion of the library leadership.
• Reservations will be filled on a first come, first served basis.
• In the event of a cancellation, please contact the library no later than 24 hours before your scheduled start time. Failure to report cancellations may result in loss of meeting room privileges.
• Every effort will be made to honor reservations that have been properly made; however, the library leadership reserves the right to cancel a reservation.
• The library reserves the right to limit the number of meetings held by any group or organization to maximize availability of meeting room space to as many groups as possible.
• The library reserves the right to take photographs of events for its own records and for future promotional materials.
RESPONSIBILITY
• In accepting use of the rooms, the party making reservations will be held responsible for the proper conduct of those attending and for any expenses resulting from damage or theft which includes the building, furniture and equipment.
• The Columbus Public Library will not be responsible for articles lost, stolen, or damaged, nor for personal injuries sustained on the premises. The library will not store equipment or materials for any group except when approved and arranged in advance with a member of library leadership.
• The library will not provide personnel to assist in handling exhibits or other materials needed by groups using the meeting rooms, including equipment set up.
• The organizer of the event should plan to arrive first and let staff know that they are present.
• Any equipment needed must be noted in the application.
• The group is responsible for all clean up.
• The organizer of the event should notify staff at the conclusion of each event so staff can inspect and secure the meeting room. If damage occurs as a result of the room remaining left unsecure due to failure to notify the library staff, the damage will be charged the same as if the damage occurred during the meeting.
• All meetings must begin and end as scheduled.
• Library staff or representatives may enter the meeting rooms at any time and for any reason.
• No meetings shall be scheduled to start until after the library opens to the public.
• Use of the meeting rooms may be terminated at any time if the conduct of the group, or any member of the group, is disruptive to library service, abusive or dangerous to the building, library materials, exhibits, furnishings, or individuals in the building or violates any of the policies or procedures of the library.
• Groups which do not abide by the rules set forth here may be denied access to the meeting rooms in the future, at the discretion of library leadership.
Adopted by the Library Board on 11/10/1983, revised 1/10/2002, reviewed 6/8/2006, revised /12/10/2010, revised 11/8/2018, revised 9/14/2023