PROCEDURES
- Any individual 18 years of age or older may request a Community Room reservation. An adult must be present during any use of the Library Community Rooms.
- 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.
- Applicants will receive confirmation by phone or email, verifying date, time and acceptance or denial of the requests.
- For last minute cancellations, the group should contact the Library’s Ask Me Line (937-463-2665) as soon as possible.
- Patrons affected by Library closures should connect to WHIO.com or DaytonMetroLibrary.org for Library closing information.
- 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
- Reservation requests may be made by an individual 21 years of age or older.
- Reservation requests must be received a minimum of three (3) weeks in advance and can be made up to one year in advance.
- A before or after hours Community Room License Agreement must be completed and signed before final approval is given for use of the room.
- A start and end time for the use of the Community Room must be designated. Open-ended meeting times are not permitted.
- A walk through for orientation of the space during regular Library hours is required prior to the first use.
- 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.
- 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.
- 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
- At the time of signing the Community Room License Agreement, 50% of all anticipated fees are due to confirm a reservation. The total balance is due thirty (30) days prior to the event. Non-payment will result in cancellation.
- If a reservation is made inside thirty (30) days, full payment is due at the time of signing the Community Room License Agreement. Non-payment will result in cancellation.
- 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.
- There will be a $25.00 fee for any returned checks.
Fees
- Fees are charged for Branch Community Rooms. (Refer to the Branch Community Room fee sheet.) All rooms require a two (2) hour minimum; all reservations must include time for set-up and clean-up.
- Events serving alcohol will be charged additional fees, at a minimum of $30/hour.
- Events requiring an AV Technician will be charged additional fees, at $30/hour with a two (2) hour minimum ($60.00 minimum).
- If there are damages to the Community Room as a result of the Licensee or its event attendees or representatives, the cost of repairs will be the sole responsibility of the Licensee, and will be completed by the contractor(s) as determined by the Dayton Metro Library.
- GUIDELINES
- 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.
- Any Community 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.
- Library audio-visual equipment may be available at no charge and varies by location. The Library can provide audio-visual technology support for an hourly rate. (Refer to fees above.)
- Food or beverages left behind will be discarded. Other personal items may be retained for up to 30 days. (Refer to DML Policy PS 306 Lost and Found Property).
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 |
$1500 |
$1500 |
Eichelberger Forum |
$350 |
$500 |
$400 |
$500 |
$750 |
Bassani Theater Off Third |
$250 |
$400 |
$350 |
$400 |
$500 |
Community Room A |
$150 |
$175 |
Not Available |
$175 |
Not Available |
Community Room B |
$125 |
$150 |
Not Available |
$150 |
Not Available |
Community Rooms A and B |
$175 |
$275 |
$350 |
$300 |
$400 |
The Board Room (includes The Balcony) |
$350 |
$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 updated 12/1/19, for events taking place after 1/1/20.
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.