Meeting Room Use

The Library's meeting rooms may be used by groups free of charge. Use of meeting rooms for financial gain is prohibited, including the selling of goods and/or services, fundraising and accepting monetary donations.

Groups using the meeting rooms are expected to follow the library's Patron Code of Conduct. The person reserving the room must accept the terms of this policy and take responsibility to see that all conditions of use are followed.

Administrative Procedure:

1. Meeting rooms are available on a first-come, first-served basis. Groups can schedule meetings up to 90 days in advance. Bookings will be limited to once per calendar month, per group, per library location. Meetings may take place from the time the Library opens until 15 minutes prior to the library's closing time. Due to limited parking at Old Worthington Library, meeting room use at that location is limited to groups with 35 or fewer attendees and groups are encouraged to carpool.
2. Groups can view meeting room availability and reserve rooms online at www.worthingtonlibraries.org. Bookings are not considered confirmed until the completed application form is approved. A representative of the group requesting to use a library meeting room will be required to submit an application form in advance. Individuals booking the meeting room must be at least 18 years of age. An adult aged 18 or older must be present during the entire use of the facility by the group.
3. Tables and chairs are available for meeting room use. Each group is responsible for setting up chairs and tables and returning the room to its original condition, with trash properly disposed of and tabletops cleaned.
4. Meeting rooms are equipped with dry-erase markers and erasers, projectors, screens and other audio visual equipment. Technology accessories (remote controls, wireless keyboard and mouse, microphone, cables and screen sharing device) may be checked out at the accounts desk for same day use in the meeting rooms. The Library assumes no responsibility for equipment failure and any resultant damages to patron property.
5. Kitchenettes with sinks and refrigerators are adjacent to the meeting rooms at Northwest Library and Old Worthington Library. Special arrangements may be made to use the meeting room kitchenettes. Food preparation must take place off site. Each group is responsible for clean up of kitchenettes after use.
6. Notices posted in the Library or submitted to the media announcing the meeting must first be approved by the library manager or their designee. The name, address, or telephone number of Worthington Libraries may not be used as the contact person. Publicity about the use of the meeting room by a group must state the the Library is not a sponsor.
7. Cancellations should be made as soon as possible in order to make the room available for others. The Library does not post signs about such cancellations. The Library reserves the right to change or cancel any meeting if circumstances at the Library so demand, including room reassignment based upon the size of the group. When the Library must close due to an emergency, all efforts will be made to notify groups scheduled to use the meeting rooms. If in doubt, please call the Library, check the library's website or social media outlets or listen/watch the local radio/TV stations.
8. Meetings held in the Library meeting rooms must not disturb normal Library operations. The Library reserves the right to stop meetings that are disruptive to normal Library operations. The Library reserves the right to reject any application if it is determined that the organization has abused its past privileges in using the meeting rooms either by vandalism, abusive action or other use in violation of the stated purposes of this policy at the library's discretion.
9. The acceptance of the terms of Worthington Libraries' Meeting Room Use policy (electronically or in person) assigns responsibility for injury, loss or damages to the room and loss or damage to any Worthington Libraries property or equipment used during the meeting to the individual submitting the application and accepting the terms. The group and designated responsible individual agree to indemnify and hold harmless the Worthington Libraries Board of Trustees and its members, employees and agents from any claims and liability arising out of or related to the use of the facilities. If requested, the signer must provide a Certificate of Liability Insurance on behalf of the group before the meeting date.