Meeting rooms

Use of Library Meeting Rooms for the Public

Troy-Miami County Public Library
[Approved Nov. 18, 2015, by the Troy-Miami County Public Library Board of Trustees]

The primary purpose of the meeting rooms is to promote library services through programs, meetings, and other library activities presented by library staff or organizations affiliated with the library. Meeting rooms are available to the public for governmental, non-profit, civic, cultural or educational programs when not being used for a library activity. Meeting spaces at the Troy Library include the Multi-Purpose Room, Community Room, and two quiet study rooms. There is a meeting upstairs at the Oakes-Beitman Library that is not handicapped accessible. Other areas of the library may be designated for meetings with prior approval.

The terms for public use of meeting rooms are:

  • Meeting room programs must not interfere with library operations or be used for an unlawful purpose.
  • Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. The library does not advocate or endorse the viewpoints of any group of individuals.
  • A completed Application for Meeting Room must be submitted prior to room use.
  • The library reserves the right to ask for proof of nonprofit status.
  • Meetings must be free and open to the public. Restrictions of public comments should in no way interfere with the public’s ability to attend, observe or listen.
  • Meeting rooms can be scheduled for no more than two hours at a time unless given prior approval. Rooms are assigned at the discretion of the library. The library reserves the right to reject any request if it is determined the group has abused its past meeting room privileges.
  • The library has two study rooms for the use of no more than two people. These are Quiet Areas and cell phones, Skyping etc. are not allowed.
  • Programs that involve fundraising or the sale of goods, products or services are prohibited. Exceptions may be made on library-sponsored programs as long as the sales benefit the library and/or are not the primary purpose of the program.
  • No admission fees will be charged and no collections may be taken. Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the public who do not pay fees.
  • The use of the library premises for private social functions such as parties or receptions is not permitted.
  • The library assumes no liability for theft or damage to property brought onto library property or for injuries which occur as a result of actions of sponsors or participants in activities in meeting rooms.
  • All meetings must be completed 15 minutes before the library closes, including room clean up. Failure to do so will result in loss of meeting room privileges for the organization.
  • Cancellations should be done at least 48 hours in advance.
  • Room setup and tear down is the responsibility of the group and rooms must be left the way they were found. The group is expected to return the room to its original orderly condition. If left in unsatisfactory condition, a warning will be given. A fee of $10 will be assessed if left in unsatisfactory condition a subsequent time. A cleaning fee of $50 will be assessed if necessary.
  • The individual or group reserving the meeting room shall be responsible for any damage to or loss of library property. The library is not responsible for equipment or other items owned by a group or individual and used in the library. The library cannot supply storage for such items. Damage to library property or equipment will be assessed at full replacement or repair value, not less than $50.
  • Drinks with lids and snack foods are allowed in the meeting rooms. Additional food items may be allowed with prior approval.
  • No individual or group may state or imply Library endorsement or sponsorship of events in the meeting rooms without written approval from the Director. The name and/or address of the Library may not be used as the official address or headquarters of an organization.
  • The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library reserves the right to cancel a reservation if the space is required for use by the library or a library related organization.
  • Meeting room space is intended for specific events, rather than regularly scheduled, ongoing meetings. Meeting rooms may be reserved no more than three months in advance.
  • Failure to comply with meeting room policy or rules may result in loss of meeting room privileges including immediate termination of a meeting by library personnel.
PDF icon Meeting Room Application 11-13.pdf206.15 KB