Meeting Room Terms and Conditions

By reserving a meeting or study room at The Public Library of Youngstown and Mahoning County (PLYMC), you agree to comply with the following terms and conditions:

General Use and Reservations

1. Purpose and Availability:

• • All meeting rooms and study rooms at PLYMC are primarily intended to support the Library’s mission and programs. When not in use by the Library, these spaces are available to the public. Rooms should be reserved in advance when possible.
  • PLYMC does not endorse the policies, programs, or viewpoints of any group that uses our spaces.
  • Room Reservations: Meeting rooms are available on a first-come, first-served basis. Reservations can be made:
    • Online
    • By phone
    • In person
  • Meeting rooms can be reserved up to 60 days in advance. Study rooms can be reserved up to 2 weeks in advance and are available in 2-hour increments.Groups may book meeting rooms up to two times per calendar month system wide.
  • Spaces are only available during regular operating hours.
  • Meeting rooms close 30 minutes prior to the Library. Your group must be ready to leave at that time.
  • You do not need a library card to reserve a meeting or study room, but we welcome you to sign up for our services. Out-of-state patrons may also use these spaces.

Fees and Charges

2. Costs:

• • Meeting rooms are free to use. However, additional fees may apply in certain circumstances:
    • A $100 non-refundable security fee will be charged for events with 50 or more people at the following locations: Austintown, Boardman, Canfield, and Poland.
    • Cleaning fees may be assessed for excessive messes, which will be billed to the person responsible for the reservation.

Conduct and Responsibility

3.Group Responsibility:

• • The person making the reservation (must be at least 18 years old) is responsible for the behavior of all group members and must ensure that the Library's rules are followed. Disruptive behavior will not be tolerated.
  • The responsible individual will be liable for any damage to the room or Library property.
  • Minors are not allowed to use meeting rooms without adult supervision.
  • The responsible party is also accountable for maintaining room capacity limits during the event.

4. Room Use:

• • Meeting rooms are for the exclusive use of the reserving group. Activities should be contained within the room. You may not engage with Library patrons who are not attending your event.
  • Registration tables must be set up inside the meeting room. Tables and chairs are provided, and you are not permitted to move furniture from other areas of the Library into the space, nor are you allowed to take the furniture from the room out.
  • Room Advertising and Usage: Any advertising materials or signs promoting your event must be confined inside the meeting room on the day of the event.
  • Public advertising must contain the disclaimer "Granting of permission by The Public Library of Youngstown and Mahoning County to use library facilities does not constitute an endorsement by Library staff or Board of Trustees" and should contain contact information for the group. Advertising should be clear that this is a private event.

Prohibited Activities

5. Room Restrictions:

1. • You may not solicit donations, hold fundraisers, or charge admission for entry to any meeting room.
   • Meeting rooms are not to be used to operate a business.
   • Decorations and other items may not be affixed to the walls, ceiling, or columns of the room.
   • Prohibited items and activities include, but are not limited to:
     • Helium balloons
     • Confetti
     • Gender reveal color dust
     • Live animals
     • Sterno fuel, Candles or any open flames
     • DJ services, musical instruments, or bounce houses
   • Background music is permitted in some locations but must be kept at a very low volume and should not be heard outside the meeting room.
   • Smoking/Vaping are prohibited on all Library Property.

Setup, Cleanup, and Time Limits

6. Setup and Cleanup:

1. • Groups are responsible for setting up, decorating, and cleaning the room before leaving. Tables and chairs are provided, but you are required to move them.
   • Reservation time must include setup and cleanup. Groups will not be allowed to enter the room before their reservation time begins and are expected to leave at the designated end time.
   • Trash must be taken to the outdoor dumpster, with certain exceptions due to the location of the receptacle or specific instruction from staff.
   • All surfaces must be wiped clean, and the room should be returned to its original condition. There is a vacuum or broom available for each space as well.
   • If additional cleaning is required after the event, the Library may charge cleaning fees.
   • PLYMC is not responsible for any personal materials or equipment brought into the room.

Reservation Limits and No-Show Policy

7. Reservation Limits:

• • Individuals/Groups/Organizations may book meeting rooms up to two times per calendar month system wide.
  • Meeting Rooms can be reserved up to 60 days in advance.
  • Study rooms are available for 2 hours, with no restrictions on the number of times per month.
  • Groups may not reserve two rooms at the same time without prior approval from the Rental Coordinator.Exceptions may be made for businesses with multiple divisions or departments, at the Library’s discretion.

8. No-Show Policy:

• • If a group does not arrive or call within 30 minutes of the scheduled reservation start time, their reservation will be forfeited, and the room may be reassigned to another group.
    • Repeated failure to call/show may result in loss of privileges.

Cancellations and Changes

9. Library Cancellation:

1. • PLYMC reserves the right to cancel or modify reservations due to unforeseen circumstances, including emergencies, extreme weather, or other operational needs.
   • Every effort will be made to relocate or reschedule the event if the Library needs to cancel a reservation.
   • The Library may also deny or cancel future reservations if a group violates these Terms and Conditions.

Food, Drink, and Alcohol

10.Food and Drink:

1. • Covered drinks and certain food types are allowed in most meeting rooms. Please refer to the room details on the website or speak with the Rental Coordinator for more information on food policies.
   • Alcohol is strictly prohibited on Library property.

Advertising and Endorsement

11. No Endorsement:

• • The Library’s approval of a reservation does not constitute an endorsement by PLYMC or its Board of Trustees.
  • Advertisements and promotions for events should not imply that the Library endorses or sponsors the event.

12.Advertising Disclaimer:

• • Any public advertisement for events held in Library meeting rooms must include the following disclaimer:
    "Granting of permission by The Public Library of Youngstown and Mahoning County to use library facilities does not constitute an endorsement by Library staff or Board of Trustees."
  • Additionally, advertisements should include a contact phone number for the group or event organizers.

Political and Government Use

13.Political Use:

1. • Elected officials may use Library meeting rooms for official constituent meetings.
   • Political rallies or partisan political gatherings are not allowed in Library spaces.

Library Oversight and Safety

14.Library Staff Oversight:

• • Library staff may monitor meetings or events to ensure compliance with these Terms and Conditions.Staff may enter the meeting room at any time to ensure the event adheres to the Library’s room capacity and policies.

15.Liability:

• • The Library is not responsible for accidents, injuries, or incidents that occur during the event or meeting in the Library’s meeting rooms.

16.Weapons:

• • Weapons of any kind (including handguns, rifles, knives, or any object designed to inflict harm) are strictly prohibited on Library property, as per Ohio law.
  • Concealed carry permit holders are not allowed to bring weapons into the Library.

17. Safety:

• • In the event of an emergency, please listen for instructions on how to proceed. Library Staff can provide you with a summary of emergency procedures upon request.

Photography and Recording

18.Photography and Audio/Visual Recording:

1. • Photography is allowed inside all meeting rooms for private use. Professional photographers are welcome to use our meeting rooms for private sessions.

Room Capacities

Note: Groups over 50 people at Austintown, Boardman, Canfield and Poland are subject to a security fee to place a guard on premise to assist with parking and traffic flow in and out of the building. This is a $100 charge to the group and is non-refundable.

All of these spaces are free to use, with the exception of the Event Space at Main. There is audio/video technology available at most locations, and food/covered beverages are permitted.

Authorized Caterers