Main menu

Community, Meeting Rooms and Events Policy


Community Meeting Room Policy

  1. POLICY

    The Dayton Metro Library Community Rooms are available at no charge* for nonprofit organizations when the room is not being used for Library related activities. Community Rooms are available to for-profit groups and organizations for private events in accordance with this policy.

  2. DEFINITIONS

    Nonprofit Organization: For purposes of this policy, a “non-profit organization” is defined as a group that is eligible for tax-exempt status under sections 501(c) (3)-(11) of the Internal Revenue Code.  In cases where a group’s eligibility for tax exempt status under section 501(c) (3)-(11) is not readily apparent, proof of tax-exempt status may be required to establish eligibility for fee waiver.

  3. REGULATIONS
    1. The Library reserves the right to review any request for Community Room use and request additional time and information during the approval process.
    2. Use of the Community Room must be done in a responsible manner, with the Library Code of Conduct adhered to at all times. The Library reserves the right to withdraw permission for Community Room use when conditions so warrant, and to stop meetings that interfere with the normal operations of the Library.
    3. Patrons using a Community Room must accept the terms and conditions set forth in the Community Room License Agreement, and take responsible for ensuring that all conditions of use are followed, and assume liability for any injuries, loss, or damage to any person or property on or about the room and its contents.
    4. The Library reserves the right to have staff observe meetings and other events in Library rooms, to reassign a group to an alternate room with similar amenities and to cancel prior room reservations without notice in the event of an emergency, such as weather closings or unsafe building conditions.
    5. The Library reserves the right to limit the number of Community Room reservations per month for an organization based on demand for meeting space.
    6. Smoking (tobacco and electronic) is prohibited on Library property.
    7. Qualified nonprofit organizations may use the Community Rooms free of charge with a valid tax exempt form.
    8. Fees typically will be charged for profit making organizations and private events.
    9. Meetings planned by a company or individual that promote, advertise, or lead to the sale of a product or service are permitted only within the requested Community Room area of the Library.
    10. Solicitations may not be permitted unless sponsored by the Library, Dayton Metro Library Foundation, Friends of the Dayton Metro Library, or a Library partner agency. Non-profit fundraising events may be permitted with prior approval.
    11. Alcohol may not be served or consumed in the Community Rooms, unless approval has been granted by the Dayton Metro Library. Approval would be based on necessary permits and insurance policies being secured in advance by the responsible party listed on the Community Room License Agreement. *Any organization, profit or nonprofit, that has been approved by the Dayton Metro Library to serve alcohol at an event may be required to pay an additional fee.
    12. The use of the Community Room by a non-Library group does not imply Library sponsorship or endorsement of the group’s activities.
  4. PROCEDURES
    1. Reservation requests may be made by a valid Library card holder 18 years of age or older. An adult must be present during any use of the Library Community Rooms. At the discretion of the manager/staff member in charge, card holders under 18 may request and use a Community Room during normal Library hours.
    2. Requests for use during normal business hours may be accepted up to ninety (90) days in advance and will be considered on a first-come, first-served basis.
    3. Applicants will receive confirmation by phone or email, verifying date, time and acceptance or denial of the requests.
    4. For last minute cancellations, the group should contact the Library’s Ask Me Line (937-463-2665) as soon as possible.
    5. Patrons affected by Library closures should connect to whio.com or DaytonMetroLibrary.org for Library closing information.
    6. Each group using a Community Room is responsible for the setting up of the room and returning the room to the original condition, with trash properly disposed of and table tops cleaned. Library rooms must be left free of crumbs, waste, etc. The Library provides no equipment or assistance for serving of refreshments.

    Additional Procedures for Before and After Hours Use

    1. Reservation requests may be made by a valid Library card holder 21 years of age or older.
    2. Reservation requests must be received a minimum of two (2) weeks in advance.  
    3. A before or after hours Community Room License Agreement must be completed and signed before final approval is given for use of the room.
    4. An “end time” for the use of the Community Room must be designated. Open-ended meeting times are not permitted.
    5. A walk through for orientation of the space during regular Library hours is required prior to the first use.
    6. Before and after hours use is restricted to Community Rooms which have been designed to prevent access to the rest of the Library, either by a gate or a locked barrier.
    7. Groups approved for before or after hours use must designate an individual to be responsible for ensuring the Community Room is clean, the lights and all electronic equipment is turned off, and the outside exit door is firmly closed and locked when exiting the building.
    8. The responsible party will use their assigned one-time use Access Card to lock the outside door when leaving. The Access Card must be waved twice past the locking mechanism to work properly.

    Payments and Deposits

    1. Inside thirty (30) days, full payment is due at the time of signing the Community Room License Agreement.
    2. When a fee is required for use of the Community Room security or audio-visual services, full payment is due thirty (30) days prior to the meeting or event.
    3. All monies are refunded if the event is cancelled by the applicant more than thirty (30) days prior to the date of the event. Repeated cancellations may result in future requests being denied.

    Fees,

    1. Fees for branch Community Rooms with a maximum capacity less than 75: $25.00 for the first two hours, plus $25.00 per hour for each additional hour, to include set-up and clean-up.
    1. Fees for branch Community Rooms with a maximum capacity of 75 or more: $50.00 per hour for the first two hours, plus $50.00 per hour for each additional hour, to include set-up and clean-up.
    1. Events serving alcohol may be charged an additional fee.
  5. GUIDELINES
    1. Library programs take precedence over other Community Room activities. To share Community Room spaces, the Dayton Metro Library will make every effort to schedule Library programs at least ninety (90) days in advance.
    2. Library audio-visual equipment may be available at no charge and varies by location. The Library may provide audio-visual technology support for an hourly rate.
    3. Food or beverages left behind will be discarded. Other personal items may be retained for up to 30 days

(PS 320) Last Reviewed 08/14/2017


Events Policy

    1. POLICY
      The Dayton Metro Library Community Rooms are available at no charge for non-profit organizations when the room is not being used for Library related activities. Community Rooms are available to for-profit groups and organizations for private events in accordance with this policy.
       
    2. DEFINITIONS
      Nonprofit Organization: For purposes of this policy, a “non-profit organization” is defined as a group that is eligible for tax-exempt status under sections 501(c) (3)-(11) of the Internal Revenue Code.  In cases where a group’s eligibility for tax exempt status under section 501(c) (3)-(11) is not readily apparent, proof of tax-exempt status may be required to establish eligibility for fee waiver.
       
    3. REGULATIONS
      1. Requests may be made by Dayton Metro Library card holders 18 years of age or older. An adult must be present during any use of the Library Community Rooms. At the discretion of the Manager/staff member in charge, card holders under 18 may request and use a community room during normal library hours.
         
      2. After hours events will require the responsible party to be 21 years of age or older.
         
      3. Reservation requests during normal business hours, may be accepted up to ninety (90) days in advance.
         
      4. The Library reserves the right to review any request for Community Room use and request additional time and information in the approval process.

      5. The Library reserves the right to limit the number of community room reservations per month for an organization based on demand for meeting space.

      6. Use of the Community Room must be done in a responsible manner, with the Library Rules of Conduct adhered to at all times. The Library reserves the right to withdraw permission for community room use when conditions so warrant and to stop meetings which interfere with the normal operations of the Library.

      7. Qualified non-profit organizations may use the Community Rooms free of charge with a valid tax exempt form.

      8. Fees typically will be charged for profit making organizations, and private events.

      9. Meetings planned by a company or individual to promote, advertise, or lead to the sale of a product or service are permitted only within the requested community room area of the Library.

      10. Solicitations of any kind are not permitted unless sponsored by the Library, Dayton Metro Library Foundation, Friends of the Dayton Metro Library, or a Library partner agency.

      11. Non-profit fundraising events may be permitted with prior approval.

      12. The use of the community room by a non-library group does not imply Library sponsorship or endorsement of the group’s activities.

      13. Alcohol may not be served or consumed in the Community Rooms, unless approval has been granted by the Dayton Metro Library. Approval would be based on necessary permits and insurance policies being secured in advance by the responsible party listed on the Community Room License Agreement. Any organization that has been approved by the Dayton Metro Library to serve alcohol at an event will be required to have security present during the hours of the event at the organizer’s expense.

      14. Smoking (tobacco and electronic) is prohibited on Library property.

      15. Any food or beverages left in a community room will be discarded. Other personal items will be kept in Lost and Found cabinets for no more than 30 days.

      Additional regulations for before and after hours use:

       

      1. Reservation requests must be received at least two weeks in advance for before or after-hours use.
      2. A before or after hours Community Room License Agreement must be completed and signed before final approval is given for use of the room.
      3. For after hours use, an “end time” for the use of the community room must be designated. Open-ended meeting times are not allowed.
      4. A walk through for orientation of the space during regular Library hours will be required prior to the first time use.
      5. After hours use is restricted to Community Rooms which have been designed so as to prevent access to the rest of the Library, either by a gate or a locked barrier.
      6. Groups approved for before or after hours use should have a designated and trusted contact who is responsible for ensuring the community room is clean, the lights and all electronic equipment is turned off, and the outside exit door is firmly closed and locked when exiting the building.
      7. The responsible party will use their assigned one-time use access card to lock the outside door when leaving. The access card must be waved twice past the locking mechanism to work properly.

       

    4. PROCEDURES
        1. A valid Dayton Metro Library card may be required for all community room reservations.
           
        2. Requests will be considered on a first come, first serve basis.
           
        3. The patron submitting the request accepts the terms and conditions set forth in the Community Room License Agreement which assigns responsibility for loss or damages to the room and its contents to the patron submitting the request.
           
        4. Applicants will receive confirmation by phone or email, verifying date, time and acceptance or denial of the requests.
           
        5. The Library reserves the right to have staff observe meetings and other events in Library Community Rooms.
           
        6. The Library reserves the right to cancel prior community room reservations without notice in the event of an emergency, such as weather closings or unsafe building conditions. All efforts will be made to notify groups scheduled to use the community room in the event of an emergency. Groups affected by closures should connect to whio.com or DaytonMetroLibrary.org for Library closing information.
           
        7. For last minute cancellations due to weather or other circumstances, group should contact the ASK ME line (463-2665) as soon as possible.
           
    5. Guidelines:

      1. Library programs take precedence over other community room activities. To share community room spaces, the Dayton Metro Library makes every effort to schedule library programs at least ninety (90) days in advance.

      2. The community room must be left free of crumbs, waste, etc. The Library provides no equipment or assisting for the serving of refreshments. Each group using a community room is responsible for the setting up of the room and returning the room to the original condition, with trash properly disposed of and table tops cleaned.

      3. Library audio-visual equipment may be available at no charge and varies by location, however the Library can provide audio-visual technology support for your event for an hourly rate.

      4. Security for before and after hour events is not required, but can be provided by the Dayton Metro Library at an hourly rate.

  1. Fees

    1. Branch Community Rooms with a maximum capacity less than 75:
      $25 for the first two hours plus $25 per hour for each additional hour
       
    2. Branch Community Rooms with a maximum capacity of 75 or more):
      $50 for the first two hours plus $50 per hour for each additional hour
       
    3. Main Library Community Room:
      Specialty Space Weekdays up to four hours Weekdays over four hours Wednesday or Sunday Night* Saturday and Sunday Daytime (up to four hours)
      Friday and Saturday Night*
      Atrium Not Available Not Available $750 Not Available $1500
      Eichelberger Forum $350 $500 $400 $500 $750
      Bassani Theater Off Third $250 $400 $350 $400 $500
      Community Room A $100 $150 Not Available $100 Not Available
      Community Room B $75 $125 Not Available $75 Not Available
      Community Roms A and B $175 $275 $350 $175 $400
      The Board Room (includes The Balcony) $275 $350 Not Available Not Available Not Available

       * Please Note:  Before or after hours fees may apply, up to $100/hour.  Premiums may apply for intricate events.  Multiple Room discounts may apply.  Prices are subject to change. Prices updated 8/9/17
  2. Payment/Deposits
    1. All monies are refunded if the event is cancelled by the applicant more than thirty (30) days prior to the date of the event. Repeated cancellations may result in future requests being denied.
    2. When a fee is required for use of the community room security or audio-visual services, full payment is due thirty (30) days prior to the meeting or event.
    3. Inside thirty (30) days, full payment is due at the time of signing the Community Room License Agreement.

TUTOR ROOMS, QUADS, GROUP STUDY ROOMS AND CONFERENCE ROOMS - MAIN AND BRANCH LIBRARIES

  1. POLICY
    The Dayton Metro Library Tutor Rooms, Quads, Group Study Rooms and Conference Rooms at the Main Library and at Branch Libraries are available at no charge for public gatherings of civic, informational, cultural or educational character, such as study groups, local nonprofit board meetings, and other functions when the room is not being used for Library related activities.

  2. REGULATIONS
    1. The Library reserves the right to review any application for room use and request additional time and information during the approval process.
    2. Use of Library rooms must be done in a responsible manner, with the Library Code of Conduct adhered to at all times. The Library reserves the right to withdraw permission for room use when conditions so warrant, and to stop meetings that interfere with the normal operations of the Library.
    3. Patrons using Library rooms accept the terms and conditions for room usage, and take responsibility for ensuring that all conditions of use are followed, and assume liability for any injuries, loss, or damage to any person or property on or about the room and its contents.
    4. The Library reserves the right to have staff observe meetings and other events in Library rooms, to reassign a group to an alternate room with similar amenities and to cancel prior room reservations without notice in the event of an emergency, such as weather closings or unsafe building conditions.
    5. Smoking (tobacco and electronic) is prohibited on Library property.
  3. PROCEDURES
    1. Tutor Rooms, Quads, Group Study Rooms, and Conference Rooms at the Main Library and at Branch Libraries are designed to accommodate from one (1) to fourteen (14) individuals.
    2. Reservations may be made by valid Library card holders 13 years of age or older. Valid Library card holders under 13 may reserve a room at the discretion of the manager/staff person in charge.
    3. Requests may be accepted up to ninety (90) days in advance and will be considered on a first-come, first-served bases. 
    4. Applicants will receive an automated email verifying date, time, and acceptance or denial of the request.
    5. For last minute cancellations the group should contact the Library’s Ask Me Line (937-463-2665) as soon as possible.
    6. Patrons affected by Library closures should connect to whio.com or DaytonMetroLibrary.org for Library closing information.
    7. Each group using a Library room is responsible for the setting up of the room and returning it to the original condition, with trash properly disposed of and table tops cleaned. Library room must be left free of crumbs, waste, etc. The Library provides no equipment or assistance for the serving of refreshments.
  4. GUIDELINES
    1. Any room not reserved may be available on a walk-in basis.
    2. Library audio-visual equipment may be available at no charge and varies by location. The Library may provide audio-visual technology support for an hourly rate.
    3. Food or beverages left behind will be discarded. Other personal items may be retained for up to 30 days

Belmont, 937.463.BOOK, 1041 Watervliet Ave.

  • Community Room: Occupancy 30 max.

Burkhardt, 937.463.BOOK, 4680 Burkhardt Ave.,

  • Community Room: Occupancy 35 max.

Brookville, 937.463.BOOK, 425 Rona Pkwy Dr.

  • Community Room: Occupancy 50 max.
  • One Group Study Room 6 max.
  • Two Study Quads 4 max.

East, 937.463.BOOK, 2008 Wyoming St.

  • Community Room: Occupancy 75 max.

Electra C Doren, 937.463.BOOK, 701 Troy St.

  • Community Room: Occupancy 20 max.

Huber Heights, 937.463.BOOK, 6160 Chambersburg Rd.

  • Community Room: Occupancy 60 max.

Kettering-Moraine, 937.463.BOOK, 3496 Far Hills Ave.

  • Community Room: Occupancy 60 max.
  • One Group Study Room 6 max.
  • Two Study Quads 4 max.

Madden Hills, 937.463.BOOK, 2542 Germantown St.

  • Community Room: Occupancy 75 max.

Main Library, 937.463.BOOK, 215 E Third St.

  • 1st Floor
    • Quad Children's: Occupancy 4
    • Quad 1A: Occupancy 4
    • Quad 1B: Occupancy 4
    • Quad 1C: Occupancy 4
    • Conference Room 1A: Occupancy 18
    • Conference Room 2A: Occupancy 20
    • Eichelberger Forum: Occupancy 239 - 279
  • 2nd Floor
    • Community Room A: Occupancy 60
    • Community Room B: Occupancy 40
    • Community Rooms A and B: Occupancy 125
    • Green Screen Room: Occupancy 10
    • Quad Teen: Occupancy 4
    • Quad Parkside 2A: Occupancy 4
    • Group Study Teen: Occupancy 6
    • Group Lounge Parkside 2A: Occupancy 8
    • Group Study Parkside 2A: Occupancy 6
    • Group Study Parkside 2B: Occupancy 8
  • 3rd Floor
    • Conference Room 3A: Occupancy 20
    • Bassani Theater of Third: Occupancy 162
    • Board Room

Miami Township., 937.463.BOOK, 2718 Lyons Rd.

  • Community Room: Occupancy 60 max.
  • One Group Study Room: up to 6 people
  • Three Study Quads: up to 4 people each

Miamisburg, 937.463.BOOK, 35 S. Fifth St.

  • Community Room: Occupancy 50 max.
  • Conference Room: up to 10 people max.
  • Two Group Study Room: up to 6 people
  • Two Study Quads: up to 4 people each

New Lebanon, 937.463.BOOK, 715 W. Main St.

  • Community Room: Occupancy 45 max.
  • One Study Quad: up to 4 people
  • One Group Study Room: up to 6 people

Northwest, 937.463.BOOK, 2410 Philadelphia Dr.,

  • Tech Studio: 2 max.
  • Tutor Room: 2 max.
  • Community Room A: 40 max.
  • Community Room B: 125 max.
  • Quad A: 4 max.
  • Quad B: 4 max.
  • Conference Room: 10 max.

Trotwood, 937.463.BOOK, 651 E. Main St.

  • Community Room: Occupancy 80 max.

Vandalia, 937.463.BOOK, 330 S. Dixie Dr.

  • Community Room: Occupancy 70 max.
  • One Group Study Room 8 max.
  • Three Study Quads 4 max.
  • Technology Lab: 12 max.
  • Conference Room: 10 max.

Westwood, 937.463.BOOK, 3207 Hoover Ave.

  • Community Room: Occupancy 25 max.

Wilmington-Stroop, 937.463.BOOK, 3980 Wilmington Pk.

  • Community Room: Occupancy 50 max.

Room Capacity:

Please note that room capacities listed are for auditorium-style chairs only. For set up that includes tables, room capacity is reduced.

Effective 12/01/15

© 2014 - 2017 Dayton Metro Library. All Rights Reserved - Privacy Policy
(Large DesktopTabletPhone Layout)