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Meeting Room Procedures

see also Meeting Room Policy

To reserve a meeting room, please submit our online Reserve a Meeting Room request form.

1. PUBLIC USE
It is the policy of the Board of Trustees of the Stark County District Library to allow local businesses, organizations and groups to use Library meeting rooms on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use. Permission will be granted if the facilities are not needed for administrative use, activities, or programs sponsored in whole or in part by the Library, and when such use is not disruptive of the programs and activities of the Library. Such permission is revocable and does not constitute a lease. Permission to use the Library meeting room does not imply Library endorsement of the aims, policies or activities of any group or organization.

Organizations and businesses using the meeting rooms may not charge an admission fee. Organizations and businesses using meeting rooms will not be permitted to make any sales and must not use advertising and publicity which imply that their programs are sponsored or co-sponsored or approved by the Library, unless written permission to do so has been previously given by the Executive Director/Associate Director.

An adult leader shall be present at all times and be responsible for the supervision of any group of children under the age of eighteen using the meeting rooms.

Admission may be charged for programs sponsored by the Library and its affiliated organizations, and the sale of goods that directly or indirectly benefit the library will be permitted.


2. LOCATIONS FOR PUBLIC MEETING ROOMS

Please call the library location for available meeting room times.

Main Library: 330-452-0665

Branches
DeHoff Memorial: 330-452-9014
Jackson Township: 330-833-1010
Lake Community: 330-877-9975
Madge Youtz: 330-452-2618
North: 330-456-4356
Perry Sippo: 330-477-8482
Plain Community: 330-494-3399
Sandy Valley: 330-866-3366

Meetings may be scheduled prior to the Library's regularly scheduled opening or after it's closing, with prior approval by the agency manager. We ask a courtesy of all groups to leave the meeting room 15 minutes before Library closing.


3. FEES

Meeting rooms are available free of charge. 


4. MAKING RESERVATIONS

Rooms should be reserved in person when possible so paperwork can be completed at the same time. If reserving by phone, get the organization's name and contact information and email the Meeting Room Form to be completed and returned prior to the event. If reserving the Innovation Center at Main Library, businesses will need to pay the fee at the time a reservation is made. The room will be held tentatively for 48 hours until the completed and signed Meeting Room form has been received by SCDL. The Meeting Room form is included with these procedures as Appendix A. The person signing the Meeting Room form will be held responsible for any damages. Applicants must be age 18 or older. Reservations for programs with a projected attendance of less than six individuals may not be accepted. No group may reserve a room for more than one time in a single month. The Library should be notified of any cancelled meetings or programs, when possible. Fees for the Innovation Center are non-refundable. If notice of cancelation is given prior to 48 hours before the event, the fee can be transferred to another meeting date. Call the following numbers to request a Meeting Room form.

Main Library: 330-458-2700

  • McKinley Room (Capacity: 80 with just chairs; 40 with tables and chairs)
  • Innovation Center (Capacity: 50 with just chairs; 20 with tables and chairs)

DeHoff Memorial: 330-452-9014 (Capacity: 40 with just chairs; 22 with tables and chairs)

Jackson Township: 330-833-1010

  • Room 101 (Capacity: 12 with just chairs; 10 with tables and chairs)
  • Room 102 (Capacity: 50 with just chairs; 40 with tables and chairs)
  • Learning Center (Capacity: 8 with just chairs; 6 with tables and chairs)

Lake Community: 330-877-9975 (Capacity: 35 with tables and chairs)

Madge Youtz: 330-452-2618 (Capacity: 47 with just chairs; 25 with tables and chairs)

North: 330-456-4356

  • Lower Level (Capacity: 57 with tables and chairs)
  • Main Floor (Capacity: 17 with tables and chairs)

Perry Sippo: 330-477-8482 — Program Room (Capacity: 40 with just chairs; 24 with tables and chairs)

Perry Sippo/Stark Parks: 330-409-8096 — There is a fee for these rooms. Please book through Stark Parks.

  • Room A (Capacity: 100 with tables and chairs)
  • Room B (Capacity: 90 with tables and chairs)
  • Room A/B Together (Capacity: 400 with just chairs; 200 with tables and chairs)
  • Room C (Capacity: 30 with tables and chairs)

Plain Community: 330-494-3399

  • Upstairs (Capacity: 35 with tables and chairs)
  • Lower Level (Capacity: 120 with tables and chairs)

Sandy Valley: 330-866-3366 (Capacity: 50 with tables and chairs)

 

5. AUDIOVISUAL EQUIPMENT

Main Library McKinley Room: Organizations may reserve the 19" VCR/TV combo, Overhead Projector, Podium, Portable microphone with speakers, and flip charts. Please indicate what equipment is needed when making reservation.

Main Library Innovation Center: All equipment is permanently housed in room: ceiling-mounted projector, eno interactive whiteboard, media:scape collaborative meeting area.

Branches: Audio visual equipment may vary, so please check when reserving the room on available equipment.


6. KITCHEN USE AND FOOD SERVICE (Where Available)

Simple refreshments (coffee, doughnuts, punch, cookies, hor d'oeuvres, etc.) or box lunches may be served at meetings. The kitchen is intended for this kind of use only, and may not be used for cooking. The Library does not provide refreshment supplies such as cups, containers, paper goods, tea and coffee. Refreshments may not be taken from the meeting rooms to other areas of the Library. Groups using the meeting rooms are expected to leave it in the condition they found it; failure to do so may result in a clean-up charge, minimum of $25.00


7. SET UP

The Library may offer the following room options upon request:

  • Classroom Set-Up - Tables with chairs
  • Auditorium Seating - Podium up front with chairs facing front, no tables


8. DAMAGES AND LIABILITY

The Library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using its meeting rooms. Any individual group or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.

Any individual, group, or organization holding a meeting in the Library must fully release and discharge the Stark County District Library, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the meeting.


9. ADDITIONAL RULES AND REGULATIONS

The following rules and regulations apply to all groups using meeting rooms system-wide:

  1. Attendance at meetings may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room.
  2. Any use of the meeting room which disrupts the normal operations of the library will not be permitted.
  3. Smoking is not permitted anywhere in the library.
  4. Alcoholic beverages may not be served or consumed on library property.
  5. Groups whose members are under the age of eighteen must be accompanied by one adult chaperone for each fifteen participants.
  6. Hazardous materials including but not limited to, paints, solvents, and explosives are prohibited.
  7. Groups using the facilities must comply with the Americans for Disabilities Act and upon 48 hours' notice are responsible for providing qualified interpreters and/or auxiliary aids as requested.

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