Meeting Room Rental

The Quaker Meeting Room’s primary purpose is to provide a setting for library related activities.
When not in use by the library, it is available to community groups devoted to educational, civic,
welfare or cultural activities. The room is to be used by nonprofit organizations and no admission
fee may be charged, or funds solicited without permission of the Board of Trustees. All meetings
held in the meeting room shall be open to the public.

Group Requirements

The Quaker Meeting Room will not be made available to any private group or organization, or to
any organization whose membership is limited by race, creed or national origin
The Quaker Meeting Room can be scheduled for use on a monthly basis only, subject to the
discretion of the Library Director.

Decisions on use of the Quaker Meeting Room are subject to review by the Board of Trustees as
outlined in the Ohio Revised Code, Section 3375.40. Decisions on rules and regulations, fees,
and hours of availability are subject to review at any time by the Board of Trustees.

Event Publicity

The use of library facilities by a non-library group shall not be publicized in such a way as to
imply library sponsorship or endorsement of the group’s philosophy or activities. Publicity must
not suggest that the library is the headquarters or mailing address for any group. Any publicity
announcing and promoting a meeting to be held at the library must be submitted for approval by
the Library Director prior to its dissemination.

Room Specifications

The Quaker Meeting Room is handicapped accessible. Handicapped accessible restrooms are
adjacent. Any group or organization using the Quaker Meeting Room is responsible for
providing interpreters or other accommodations in compliance with provisions of the Americans
With Disabilities act.

The meeting room can seat sixty-five (65) persons auditorium style. Forty-five (45) can be seated
classroom style or in discussion groups. Tables and chairs are provided by the library, and can be
arranged in a variety of ways as long as no damage to the room or furnishings occurs. No
additional furniture may be brought into the library by any group or organization using the
Quaker Meeting Room.

General Rules

The library will not store any supplies, equipment or materials for any groups or organizations.

Light refreshments are permitted. Cooking is not permitted beyond what can be accommodated
by a microwave oven provided in the kitchenette. No utensils, dishes, paper products or cleaning
materials are provided by the library.

Alcoholic beverages or other consciousness-altering substances are prohibited. The library is a
smoke free facility.

No group may reassign or transfer its scheduled use of the Quaker Meeting Room to another
group without permission of the Library Director.
Outside groups who have minors present must have at least two (2) adults present at all times
and maintain a ratio of one (1) adult for every ten (10) young people present throughout the
meeting. Application for use must be made by an adult who will assume responsibility for
adherence to library rules and regulations.

No signs, posters or announcements may be posted on library walls or doors.

The Quaker Meeting Room must be left in neat and orderly condition. Any equipment, supplies
or materials brought into the library for a meeting must be removed immediately after the
meeting. The library is not responsible for any items left behind after a meeting. If refreshments
are served, waste must be deposited in containers supplied by the library.

Applicants assume full responsibility for their group’s conforming to library rules and
regulations, for fees incurred, and for any damage to library property by members of the group.
Non-compliance may result in the library refusing future use of the facility.

Availbility

The Quaker Meeting Room is available during regular library hours: 9:00 a.m. to 8:30 p.m.
Monday through Thursday, and 9:00 a.m. to 6:00 p.m. Friday and Saturday. The Quaker Meeting
Room is not available when the building is closed. All meetings must conclude thirty (30)
minutes before the library closes to allow time for persons to leave.

Application Process

Application to use the Quaker Meeting Room must be made to the Library Director two weeks prior to the date of the meeting. Desired room set-up and any special privilege
requests are to be made at this time. Cancellations should be made forty-eight (48) hours in advance whenever possible.

The fee to use the Quaker Meeting Room is ten dollars ($10.00) per use. Checks are to be made
payable to the Salem Public Library.

Arrangements for special services, equipment and all fees must be paid prior to the meeting date.
A refund of fees paid is made only when cancellation is received forty-eight (48) hours or more
in advance of the meeting.

Disclaimer

The library is not responsible for accidents, injuries or illness to individuals using the meeting
room. The library is not responsible for loss or theft of an individual’s property while using the
meeting room. The Board of Trustees reserves the right to require a group to provide proof of
liability insurance before an application for use is approved.