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Community + Meeting Room Policies


Community ROOMS - Branch Libraries (PS 320)

  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. REGULATION

    1. The use of the Community Room by a non-Library group does not imply Library sponsorship or endorsement of the group’s activities.

    2. 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.

    3. 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.

    4. 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.

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

    6. Qualified nonprofit organizations may use the Community Rooms free of charge with a valid tax exempt form.

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

    8. The Library reserves the right to limit the number of Community Room reservations per month for an organization based on demand for meeting space.

    9. 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.

    10. Patrons using a Community Room must accept the terms and conditions set forth in the Community Room License Agreement, 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 in or about the room and its contents.

    11. 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.

    12. The Library reserves the right to review any request for Community Room use and request additional time and information during the approval process.
  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.

    2. Fees for branch Community Rooms with a maximum capacity of 75 or more:

    3. $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.

    4. Events erving alcohol may be charged an additional fee.
  1. GUIDELINES
    1. Food or beverages left behind will be discarded. Other personal items may be retained for up to 30 days.

    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. Any community room not reserved may be available on a walk-in basis. A room reservation will be cancelled if the reserving patron has not claimed the room within 15 minutes of the reservation start time. 

    4. 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.

Fees Main Library Specialty Spaces

Specialty Space Weekdays up to four hours Weekdays over four hours Wednesday or Sunday Night* Saturday and Sunday Daytime (up to 4 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 Rooms A and B $175 $275 $350 $175 $400
The Board Room (includes The Balcony) $275 $350 Not Available Not Available Not Available

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

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.

When a fee is required for use of the Main Library meeting spaces or audio-visual services, full payment is due thirty (30) days prior to the meeting or event.

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 (PS 308)

I. 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.


II. 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.

  6. The use of the Library rooms by a non-Library group does not imply Library sponsorship or endorsement of the group’s activities.

III.  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 basis.  

  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 http://www.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.

IV. GUIDELINES

  1. Any room not reserved may be available on a walk-in basis. A room reservation may be cancelled if the reserving patron has not claimed the room within 15 minutes of the reservation start time. 

  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.

Dayton Metro Library Rooms by Location

Belmont, 937.463.2665, 1041 Watervliet Ave.

Brookville, 937.463.2665, 120 Blue Pride Dr.

Burkhardt, 937.463.2665, 4680 Burkhardt Ave.,

East, 937.463.2665, 2008 Wyoming St.

Electra C Doren, 937.463.2665, 701 Troy St.

Huber Heights, 937.463.2665, 6160 Chambersburg Rd.

Kettering-Moraine, 937.463.2665, 3496 Far Hills Ave.

Madden Hills, 937.463.2665, 2542 Germantown St.

Main Library, 937.463.2665, 215 E Third St.

Miami Township., 937.463.2665, 2718 Lyons Rd.

Miamisburg, 937.463.2665, 545 E. Linden Ave.

New Lebanon, 937.463.2665, 715 W. Main St.

Northwest, 937.463.2665, 2410 Philadelphia Dr.,

Trotwood, 937.463.2665, 651 E. Main St.

Vandalia, 937.463.2665, 330 S. Dixie Dr.

Westwood, 937.463.2665, 3207 Hoover Ave.

Room Capacity:

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

© Dayton Metro Library - 2018