The Upper Arlington Public Library follows all applicable laws and legal decisions regarding the use of public space by outside groups. Any request for use of meeting space may be referred to the Director for approval.
As an institution of education for democratic living, the Library welcomes the use of its meeting rooms for cultural activities and discussion of public questions and social issues. Our meeting rooms are available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meeting is open to the public and no fee is charged for attending the meeting.
When they are not scheduled for Library functions, the meeting rooms at Tremont and Lane Road are available for use without charge by any group associated with the City of Upper Arlington or any not-for-profit, tax exempt group. The rooms may also be used by other groups and businesses meeting for a non-profit reason.
The UAPL Board of Trustees has determined that workshops or seminars on financial, estate or retirement planning, and related topics will be considered “for profit” ventures and, therefore, sponsoring groups or individuals will not be permitted to use the Library meeting rooms.
Meeting rooms at the Main Library must be reserved through the Library's website at www.ualibrary.org .
Organizations using Library facilities are required to abide by the rules and regulations established by the Library. A representative of each group is expected to read these policies at the time of booking and will be required to electronically sign an “Acceptance of Responsibility” form. The form assigns responsibility for loss or damages (to the room, furniture or audiovisual equipment) to the group or person sponsoring the meeting.
Strict adherence to these limits is necessary due to Fire Codes.
|Main Library||Meeting Room A||14 people|
|Meeting Room B||40 people|
|Friends Theater||75 people|
|Lane Road Library||Meeting Room||65 people|
Meeting Room Rules
- The meeting rooms are available on a first-come, first-served basis. Library meetings take precedence over all other use. The Library reserves the right to change meeting rooms or cancel use of meeting rooms by an outside organization if the Director or Board of Trustees determines the space is needed for Library purposes.
- No part of a meeting may be soliciting (either directly or indirectly) in nature.
- Meeting rooms may be scheduled no more than 60 days in advance.
- The meeting rooms are available for use during regular Library hours only. Please include set-up and clean-up times when scheduling your meeting. All meetings must end 15 minutes before Library closing time.
- Groups cannot occupy their scheduled meeting room before or after their specified time without prior arrangement with the Marketing & Community Relations department.
- Meeting rooms are not available for receptions or private parties.
- Persons scheduling the meeting rooms must be at least 18 years old. An adult must be present during the meeting.
- Room set up and arrangement should be stated when a room is scheduled.
- Each group using a room is responsible for clean up and returning the room to its original set up.
- Certain Library audiovisual equipment is available for use during meetings held at the Library. Equipment must be reserved when a meeting is scheduled. A list of available equipment can be found on our website.
- Light refreshments are permissible in meeting rooms. Groups must supply their own coffee pots, utensils, serving trays and related items.
- Groups may not word publicity to imply that the Library is a sponsor of the event or use the Library as a contact for more information.
- Groups are responsible for transporting, setting up and operating their own equipment. A cart can be provided upon request for bringing such equipment into the building.
- Groups may not store or leave their equipment at the Library overnight.
- The Library's staff lounges are for staff use and are off limits to all meeting room guests.
- Library staff members will not be responsible for taking telephone messages for guests attending meetings in Library meeting rooms.
- Cancellation of a meeting should be given to the Library 24 hours in advance, when possible.
- There is no smoking or alcoholic beverages in the Library at any time.
- Events held in the Library's meeting rooms must be conducted with a minimum of noise so as not to disturb other Library patrons. Meetings and breaks must be restricted to the scheduled rooms.
- Adults must be present at a meeting and assume responsibility for children in their group.
- Children must not be left unattended in the Library while their parents attend a meeting.
- Meeting room guests are not permitted to tack, tape or post any signs or materials on meeting room doors, walls, windows or elsewhere in the Library. An easel or clipboard is available on request.
- The Library will not be held responsible for any personal items lost or stolen before, during or after a meeting.
Any group, organization or individual failing to comply with these rules will be denied future meeting room privileges. Reinstatement of privileges can be granted only by action of the Upper Arlington Public Library Board of Trustees.
UPPER ARLINGTON PUBLIC LIBRARY
Acceptance of Responsibility
On behalf of _____________________________________________________(the “Organization”), I have read the meeting room policy established by the Upper Arlington Public Library (the “Library”) concerning use of the Library’s meeting rooms and agree that the Organization will abide by these rules and regulations. I also understand and agree that the Organization or any individual associated with the Organization or participating in the activity at the meeting room may be denied future meeting room privileges at the Upper Arlington Public Library if the Organization fails to comply with the Library’s meeting room policy.
The Organization further agrees and acknowledges that the Library will not be responsible for any damage that occurs during the use of the meeting room by the Organization, including without limitations theft and breakage to the Library’s personal property and personal injury or death. The Organization shall be responsible for any damages (be it accidental or otherwise) to any equipment or furnishings in the meeting rooms of the Library during the period of use by the Organization, and shall indemnify and hold harmless the Library from any claim, demand, suit, loss, cost, or expense, or any damage or claim that may be asserted, claimed, or recovered against or from the Library by reason of the damage to property and/or personal of bodily injury, including death, that is sustained by any person using the meeting room and which damage, injury, or death arises out of the activity in the meeting room.
I am over 18 years of age and am authorized to make this acceptance of responsibility of behalf of the Organization. The Organization also agrees that the adult will be in the meeting room for the meeting. The Organization further acknowledges and agrees that all meetings held at the Library in a meeting room must be free and open to the public.