Facilities Use Information

Approved by Board:11/17/08
(2011) (1/2014) (6/2014) (2/2017)
 
Meeting Room Policy
The Hubbard Public Library has three meeting rooms to schedule library activities.
Two meeting rooms are on the ground level and may be combined to form a large room with
seating capacity of 159 (chairs only); 74 (tables and chairs); 37 (mercantile). The Schafer
Conference Room is located on the second floor and can accommodate (17). As a community
service, the Library makes these rooms available for use by nonprofit civic, cultural and
educational community groups, for nonprofit purposes.
All decisions regarding the use of the auditorium are to be at the discretion of the
Director/Assistant Director, subject to review by the Hubbard Public Library Board of Trustees.
The Meeting rooms, when not being used for library related functions, are available during
regular Library hours free of charge.
If the meeting or program begins before or extends past the Library’s regularly scheduled hours,
a $20 per hour fee will be charged. These fees are to be paid in advance and included with the
room reservation form. When meeting rooms are not being used for library activities, they are
available no earlier than 7:00 A.M. and no later than 10:00 P.M.
Groups may use the meeting room for private meetings or to present free programs for the
general public. Programs must not interfere with the normal functions of the Library and must be
non-soliciting in nature. Meeting room use shall not be publicized in such a way as to imply
Library sponsorship.
Meeting room use, including clean up, must end before the Library’s closing time unless
previous arrangements have been made. The Library will provide the following equipment:
tables, chairs, lectern, projector, projection screen, and easel.
Each group must request room set up at time of room request. Non-alcoholic refreshments may
be served, however the Library does not provide cups, dishes, or utensils. Wastes should be
placed in receptacles provided.
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 library staff. Imposition
of this fee will be at the discretion of the Library Director.
No signs, posters, emblems, or decorations may be affixed or attached to the walls, doors,
ceilings, or any portion of the premises.
Noise levels shall be kept to a minimum so as not to disturb library personnel or patrons using
library facilities.
Use of a meeting room more than twice a month by a single group must be approved by the 
February 2017
The Hubbard Public Library is not liable for injuries to people, damage to their property, or loss
of property belonging to individuals or groups using the meeting rooms.
Procedure for Application of Meeting Room
Applications and Reservation Forms are available upon request at the Adult Information Desk.
Application for use of a meeting room must be made by an officer or representative of the
organization at least (2) weeks in advance of the desired date of use. Applicant must be a Clevnet
library cardholder. Patron ID number is to be verified and entered on application.
Applications for use by any children’s or youth group must be made by a responsible adult,
affiliated with said group. Children’s and/or youth groups shall have at least (1) adult supervisor
for every (10) children/youth less than (18) years of age.
The individual who files the application for the 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, including charges for any additional cleaning which may be
required.
If a fee is required for use of the room, payment is due with the room reservation form.
Please complete both the application and the room reservation form and submit by mail or in
person to the Library Director at least two (2) weeks in advance of the desired date(s) of use.
Applications will remain on file for one (1) year from date of approval. Meeting rooms may be
reserved using the Reservation Request form following yearly scheduling policy.
Reservations for a regular meeting by the same group will be accepted no more than three (3)
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 cancelling the tentative
booking.
A library related program may take precedence over other scheduled uses of the room. An
attempt will be made to provide an alternative date or time for the group.
Reservations will be confirmed by telephone or email.
Failure to notify the library of cancellations or changes in scheduling of meeting rooms within 48
hours of scheduled use may result in suspension of meeting room privileges.
Meeting/Program procedure
At the time of meeting/program, a representative of the group must notify the Librarian in charge
so that meeting room may be unlocked. Likewise, this representative must also notify the
Librarian in charge when such meeting/program has ended. The Librarian in charge will inspect
the meeting room and assess its condition in regards to the meeting room policy.
If a meeting is scheduled before or after regular Library hours, prior arrangements must be made
for the maintenance person to be in the building. Maintenance person is responsible for opening
the building and/or for clearing the auditorium and locking up when meeting ends. 
February 2017
Meeting Room Application expires one year from date of approval.
APPLICATION FOR USE OF THE HUBBARD LIBRARY MEETING ROOMS
Hubbard Public Library
436 West Liberty St.
Hubbard, Ohio 44425
330-534-3512
(please print)
Name of Organization_____________________________________________________
Name of Individual making application _______________________________________
 Position held in Organization________________________________________
Address of Applicant______________________________________________________
Patron ID Number_________________________________________________________
Phone Number_________________________Email______________________________
The undersigned hereby states that he/she has received a written copy of the Meeting
Room policy and hereby personally, and on behalf of the said organization, if any, assumes total
and full responsibility for the use of said room(s) and the consequences thereof, including but not
limited to any fees for damage to Library facilities and equipment and/or personal injuries related
directly or indirectly to or incurred during use of said room(s). It is understood that the Hubbard
Public Library, its employees, agents, or the Board of Trustees have no obligation or
responsibility for personal damage, injury, loss or disappearance of property for any reason in
connection with the use of the meeting room(s) or premises. It is further understood that the
Hubbard Public Library does not provide private security service for users of the meeting
room(s). Individuals or organizations using the meeting room(s) are responsible for providing
security if needed.
I affirm that the above organization is a nonprofit civic, cultural, or educational
community group meeting for a nonprofit purpose.
Date__________ Signature of Applicant__________________________________
***********************************************************************
Application Approved: Yes _______ No _______ Approval expires one year from date below.
By: _________________________________________ Date: _____________________
February 2017
RESERVATION REQUEST FOR USE OF THE HUBBARD LIBRARY MEETING
ROOMS
Hubbard Public Library
436 West Liberty St.
Hubbard, Ohio 44425
NAME OF GROUP APPLICATION ON FILE: ________________________________
Contact Name: ___________________________________________________________
Phone Number: ___________________Email address: ___________________________
Applications will remain on file for one (1) year from date of approval. Meeting rooms may be
reserved using the Reservation form only for one year from the date of approval of a group’s
application.
Reservations for a regular meeting by the same group will be accepted no more than three (3)
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 cancelling the tentative
booking.
A library related program may take precedence over other scheduled uses of the room. An
attempt will be made to provide an alternative date or time for the group.
Reservations will be confirmed by telephone or email.
Failure to notify the library of cancellations or changes in scheduling of meeting rooms within 48
hours of scheduled use may result in suspension of meeting room privileges.
Date(s) Needed___________________________________________________________
Time Room is needed (including set-up):
If meeting is recurring, End Date _____________________________________________
Refreshments will be served: YES___________ NO_____________
Number Attending Meeting __________Number of Chairs Needed _______________
Number of Tables Needed_____________ Other Equipment _______________________
Applicable Fees: __________________________________________________________
Date: ____________________________ Amount Paid: ___________________________
Booking confirmed by __________________________________________
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