Reserve a Room

Meeting Room Use

Please call the library at 633-0314 to reserve a meeting room.

The primary purpose of the Auditorium and Board Room (referred to as meeting rooms) of the Martins Ferry Public Library is to provide facilities for library related activities. Needs of the library for use of the meetings rooms take precedence over use by outside groups. The director must approve all bookings for the meeting rooms.

As a community service, the library makes its meeting room available for use by nonprofit community groups when it is not being used for library related activities. Groups may use the room for private meetings or for programs open to the public. Programs which are open to the general public must be open to all, consistent with the informational, educational, or cultural purposes of the library and must be non-soliciting in nature. Groups using the meeting room must not disrupt the normal functions of the library.

The library can provide tables and chairs required by the organization. A form must be filled out by a representative from the group and must indicate the room-set up.

Meetings Room Fees

A fee of $15.00 is required for use of auditorium and $10.00 for the Board Room. Meetings must be finished by the time the library closes unless other arrangements are made with the approval of the director. If light refreshments are served in the meeting rooms, an additional $10.00 fee is charged to defray the cost of clean-up and maintenance. The library will not provide dishes, silverware, table covers, or other kitchen utensils. The policy is not applicable to library related activities. Refreshments are not permitted in the Board Room.

An extra fee may be charged if the group’s use of the room results in the need for repair to library furnishings or equipment or if excessive clean up is required by the library staff. Imposition of this fee will be at the discretion of the director.

Reservations

To reserve the meeting room the person in charge must be over 18 years of age.
The room must be reserved in advance. Reservations can be made by phone or in person but a representative from the group must sign the request in advance.
Reservations are made on a first come, first served basis. Reservations may not be made more than three months in advance.
The meeting room cannot be used until the request is approved.
Meeting space may be reserved for use only during normal hours of operation. Meetings may not be scheduled prior to 8:30 a.m. Monday through Friday, 10:00 a.m. on Saturdays, nor may they be scheduled on holidays or Sundays. Programs must end prior to library closing time, unless the director has approved prior arrangements. Librarians and custodial staff must be scheduled to be on hand in the building to close and secure the premises.

Meeting Room Rules

Reservations for a regular meeting by the same group will be accepted no more than three months in advance. Conditional reservations may be accepted farther in advance with the understanding that the needs of the library may result in rescheduling or canceling the tentative booking.
In general, a meeting room may be used no more than once a month for private or public meetings by an organization, chapter, division, or branch of a group.
A library-sponsored program will take precedence over community groups for use of the tentative scheduled room on that date or at that time. An attempt will be made to provide an alternative date or time for the group.
The Martins Ferry Public Library reserves the right to cancel any meeting without notice in the event of an emergency.
The name, address, or telephone number of the Martins Ferry Public Library may not be used as the contact person.
The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group’s activities unless the activity is being co-sponsored by the library,
If refreshments are served, attendees are to be clearly advised by the group leaders that food or beverages are not to be taken into other library areas. Groups are expected to return the kitchen area facilities to their original condition.
The library maintains statistics on use of its meeting rooms.
An adult leader shall be present at all times and be responsible for the supervision of any groups of children under the age of eighteen using the meeting rooms.
The meeting/program must be held within the confines of the meeting room and shall not cause disturbance to those using the library’s public areas.
No decorations, posters, or other materials may be installed or displayed in the meeting rooms without prior library approval.
Alcoholic beverages and smoking are not permitted on library premises.
During a meeting or program that is open to the public, no admission fee or donation requests are permitted. No items may be sold unless for the profit of the library or approved author visit. However, groups may charge a reasonable fee to recover the cost of materials, handouts, craft making supplies, refreshments, etc. Arrangements for any such fees have to be approved at the time of booking the room reservation.
The library does not endorse the views expressed by any group or individual using its meetings rooms, but does endorse the right of those individuals or groups to express their views so long as they abide by the policies and rules governing the use of the library meeting rooms.
Failure to abide by these rules for meeting room use may be justification for denying the group further use of meeting rooms.
Any adult making a reservation to reserve a meeting room must agree to assume full responsibility for any damages to the facility or equipment, which may occur as a result of the group’s activities.
If the group using the meeting room changes the set-up of the tables and chairs, it is expected that these items will be returned to their original places when the meeting is completed.
The library cannot supply storage space.