Morley Library Schedule of Events

Printable Request Form and Policy
Printable view - Procedures

Morley Library offers two Meeting Rooms.  The larger room (Meeting Room A) will seat 55 people in a classroom arrangement and 40 people if table seating is used.  The smaller room (Meeting Room B) will seat 35 people in a classroom arrangement and 25 people if table seating is used.  Combined Meeting Room A &B will seat 100 people in a classroom arrangement and 65 people if table seating is used.

Morley Library Meeting Rooms are available to groups for non-profit educational, civic, cultural and recreational purposes when they are not in use for Library activities.  No for-profit activities or private functions are permitted.

Morley Library Public Meeting Room Policy

Morley Library is committed to meeting the informational needs of the diverse population of the Painesville area. Morley Library endeavors to develop collections, resources, services, and offers meeting rooms to meet these needs.

All components of Morley Library’s Behavior and Conduct Policy apply in all meetings.

1. As a resource to its service area, Morley Library Meeting Rooms are available to groups for non-profit educational, civic, cultural and recreational purposes when they are not in use for Library activities. No for-profit activities or private functions are permitted.

2. Authorization to use the Library’s facilities is not endorsement by the Library Staff or the Board of Trustees of the viewpoints presented in the program.

3. Admission to any Meeting Room function will not be denied on the basis of race, national origin, gender, sexual orientation, religion, age or handicapped status.

4. Meeting Rooms shall be reserved for a minimum of 2 hours and may be configured for a minimum of 10 to a maximum of 100 persons.

5. No product or service shall be sold, exchanged or solicited on the Library premises. Exception may be made for Morley Library sponsored or co-sponsored functions.

6. Activities that are illegal or unsafe, use dangerous materials, or disrupt the operation of the Library are not permitted. Use of alcohol, tobacco products and open flames is prohibited.

7. Reservations are made on a first come, first serve basis, no less than 2 weeks in advance nor more than 3 months in advance. An Applicant, henceforth known as the Licensee, must be at least 21 years of age. In addition, the Licensee must have a valid Morley Library Card in good standing at the time the application is submitted. The Licensee will be held responsible for the use and condition of the meeting rooms and the activities of the group.* Organizations and groups may use a Meeting Room a maximum of once a month and may hold only one reservation at a time. Exceptions may be made for Educational Groups and Public Service Organizations needing a room for a finite number of meetings, not to exceed a maximum of four reservations in a two month period of time.

8. Groups comprised of children or teens must include the Licensee and at least 1 other adult (21 years of age or older) for each 10 participants.
9. Light refreshments may be served, but no cooking is permitted. Catered meals are allowed, but the use of Sterno or other fuel sources or lighted candles is prohibited.

10. Children accompanying adults must remain in the Meeting Room at all times.

11. All activity must take place within the reserved room.

12. Activities related to the meetings may start 30 minutes after the Library opens and must end 10 minutes before the Library closes. Groups using the Meeting Rooms must end meeting, clean up and reset the Meeting Room furniture to its original configuration, exit the room and sign out at the Circulation Desk by the end of the reservation time. Set-up and clean-up must occur within the scheduled meeting time.

Penalty fees for late departure will be assessed as follows:
• First 10 minutes: $25.00
• Each 10 minutes thereafter: $50.00
• Failure to pay a late fee will result in loss of Meeting Room privileges.

13. Damages to Library property may result in the loss of Meeting Room privileges. A fee for repair, replacement, or clean-up may be accessed.  All fees will be charged to the Licensee’s Library card.

14. Meetings must always be accessible to Morley Library Staff.

15. The Library Director may waive any meeting room regulation and may deny or cancel any application for reservation of meeting room space for good cause.

16. The Library is not responsible for injuries to people, damage to their property, nor loss of property belonging to individuals or groups using the meeting rooms.

17. The Library Board of Trustees reserves the right to amend this policy at any time. This policy will be reviewed on a regular basis.

Originally Approved by the Morley Library Board of Trustees May 5, 2004
Adapted May 16, 2007
Adapted September 19, 2007
Adapted May 14, 2008

 

Morley Library Meeting Room Procedures

Steps for reserving a meeting room:

• Please read the Morley Library Meeting Room Policy and Procedures and indicate that you have done so by affixing your signature thereon.

• Fill out in entirety the Morley Library Reservation Request form and sign it.

• Turn in the completed request form to a Staff Member at any Public Service Desk, along with your Borrower's Card.

• A new application must be completed for each reservation.

• Meeting room times may not be "saved" before a completed reservation form is approved.

• Applicant may visit or call Morley Library to obtain the status of a request.  A copy of the approved reservation form will be mailed to the applicant.  Every effort will be made to notify by phone should the request for meeting space be denied.

Cancellation Procedures:

• Licensees must give Morley Library notice of the cancellation of an approved meeting as soon as possible as a courtesy.  Repeated failure to do so may result in refusal of future reservations.  The Licensee is responsible for notifying all attendees.

• Morley Library reserves the right to cancel a reservation due to weather, public utility failure, facility emergency or other just cause.  Notification of said cancellation will be given to the Licensee via telephone as soon as possible.

• The Library Director may waive meeting room policy and procedure and may deny or cancel any application for reservation of meeting room space for good cause. 

Other rules for Meeting Rooms use:

• Meeting Rooms may be rearranged, but must be returned to the order in which they were found; all trash must be placed in proper receptacles; if used, the kitchenette must be cleaned.

• No nails, tacks, scotch tape or other affixing agent may be used on walls, ceilings, floors, doors or furniture.

• Licensees requiring AV equipment must make their own arrangements; the Library neither provides AV equipment nor assistance in the operating thereof.

• Licensees are responsible for transporting all materials and equipment in and out of the building without Staff assistance.

• The Library is unable to provide storage space or materials for any group using the meeting room.  Food, beverages or personal items left in the Meeting Rooms will be disposed of as appropriate.

• Children accompanying adults must remain in the Meeting Room.

• Groups using the Meeting Rooms must end meeting, clean up & reset the Meeting Rooms’ furniture to its original configuration, exit the room, and sign out at the Circulation Desk at the end of the reservation time.  Penalty fees will be assessed for late departure.

• No early admission to the meeting room is permitted.  Entrance to a meeting room will be granted to a group only when the Licensee arrives at the Library and checks in at the Circulation Desk.  Scheduled meeting times must allow for set-up and clean up.   Meeting Rooms are locked when meetings are not in session.

• Meeting Rooms are only available during Library hours.  .

• Light refreshments are permitted in the Meeting Rooms, however the kitchenette cannot accommodate food preparation, storage or cooking. No open flames, such as candles, are allowed. Groups must supply their own serving dishes, utensils, trays, coffee makers and related items. The no alcoholic beverage rule is strictly enforced.

• Library personnel must have free access to Meeting Rooms at all times.

• Library Staff will not take or deliver messages for meeting participants.