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Community Meeting Rooms Policy

To reserve a meeting room, please contact the branch library with whom you wish to reserve a room. Click here for a complete list of library branches and contact information. (A list of branches that have meeting rooms available for reserving can be found at the bottom of this page.)

pdf_button_tinyDownload a PDF of the Complete DML Community Meeting Room Policy


Dayton Metro Library - Public Use of Community Meeting Rooms

Policy Statement

To provide a community venue for discussion and engagement, Dayton Metro Library meeting rooms are available free of charge during regularly scheduled hours of operation for nonprofit community groups.

Limits On Use

  1. The organization sponsoring the meeting must be nonprofit.
  2. Library-related activities and other events sponsored or co-sponsored by the library will receive priority in scheduling the use of the meeting rooms.
  3. The fact that a group is permitted to meet at the library does not in any way constitute an endorsement of the group's beliefs or policies by the library board or staff.
  4. Rooms may not be used by: for-profit organizations, commercial activities, partisan political groups, instructors conducting classes for profit, groups promoting future courses or services entailing fees.
  5. All meetings must be free and open to the public. Groups using the library's meeting rooms may not charge admission, take up a collection, or use such devices as selling tickets marked "donation."

Approved by the Dayton Metro Library Board of Trustees Oct. 15, 2008.

General Rules

  1. The Dayton Metro Library's name, address and phone number may not be used as the contact for an organization using library meeting room space.
  2. Groups may be asked to furnish a copy of their 501(C)3 statement or similar government documents verifying nonprofit status. If there is any question of a group's eligibility, the library Board of Trustees reserves the right to review any or all requests and may require sufficient time to make proper investigation before granting approval.
  3. Food and beverage are permitted in library meeting rooms, but all trash must be properly disposed of, and rooms must be left in the condition in which they were found.
  4. 12 hours a month during regular library hours. No meetings and/or set up may be conducted when the library is not open.
  5. Children are to be supervised and remain the responsibility of the individual who brought them to the library.
  6. Children's and youth groups may use the library meeting rooms provided they are supervised and accompanied by one or more responsible adults (21 years of age or older). Please, at least one adult for every 10 children under the age of 18.
  7. Each group is responsible for room set-up. At the Main Library, the maintenance staff will generally arrange tables and chairs as requested, if notified at least one week in advance. However, at times when staff is unable to arrange the room, groups may have to arrange tables and chairs themselves. It is advisable to schedule at least 15-30 minutes of set up time when making a room reservation.
  8. Those using a meeting room are responsible for leaving it in a neat, orderly condition. Groups are responsible for any damage to the furniture or facilities. If any problems are noticed upon entering the room, please notify a guard or staff member.
  9. All rooms must be vacated 15 minutes prior to library closing time.
  10. Groups reserving library meeting rooms may not bring or serve alcoholic beverages.

Failure to follow these guidelines may result in loss of meeting room privileges.

Procedures

Reserving a Meeting Room

  1. When scheduling a room, the person representing the group must state the name of the group, the purpose of the meeting, the number of persons expected to attend, and the dates and time of day for each meeting. The representative must also provide a contact name and phone number which the library can give out to the public for questions about the organization.
  2. The library reserves the right to discontinue the use of rooms by any group which disturbs the usual operations and procedures of the library.
  3. Meeting rooms are only available during regular business hours.
  4. Scheduling ongoing meetings in Main or Branch Library meeting rooms: Groups meeting monthly may schedule four meetings at a time. Groups meeting weekly must renew room requests each month. The group representative should call no more than one week prior to the last scheduled meeting to reserve three more dates. Rooms should be reserved no later than one week in advance of the date you wish to meet. No group may schedule more than 12 hours per month.
  5. Notify the library as soon as possible. Failure to notify the appropriate library that a meeting has been cancelled may result in loss of meeting room privileges. Should the library close due to an emergency or inclement weather, all meetings will be cancelled. All unscheduled library closings are broadcast on local radio and television stations, and listed on the library's Recorded Hours and Information Line at 496-8990.

Scheduling Rooms at the Main Library

  1. When a community group requests to use a meeting room at the Main Library, the group's representative should call the Community Relations Department at 496-8901 during business hours (Monday - Friday, 9:00 a.m. - 5:00 p.m.) at least one week in advance. Any special arrangements (see SPECIAL ARRANGEMENTS) for the Main Library meeting rooms must be requested in advance. If requested, Community Relations can mail, email or fax a confirmation to the person making the reservation. This confirmation should be read carefully. If the representative has any questions or changes to the confirmation, he/she should call 496-8901.
  2. There are no parking facilities provided at the Main Library building. Metered parking is available on nearby streets and commercial parking lots are also nearby. (Parking meters are free of charge on weekends and after 6:00 p.m. weekdays.)
  3. The Auditorium at the Main Library usually has a publicized exhibit on display. To allow the public to see these exhibits, the Auditorium is not generally reserved for any meeting of less than 25 people. Since all meetings scheduled at the library must be open to the public, people wishing to view the exhibit during a scheduled meeting are permitted to do so, provided they do not disturb the group.

Special Arrangements

  1. Use of Library Audio Visual Equipment: Audio visual and other equipment is available at no charge and must be requested in advance, preferably when scheduling the room. TVs with VCRs and/or DVD players are available for use at the Main Library and most branch library meeting rooms. The library does not provide 16mm film projectors or slide projectors.
  2. Main Library Audio Visual Equipment: The Main Library Auditorium has a projection system for DVDs, videos and PCs including a wireless keyboard. Groups may choose to bring their own laptop computer and project it through the library's system. Please schedule enough time before your meeting begins to set up any equipment. It is recommended that a representative from your group schedule a brief training session in advance by calling the Community Relations Department at 496-8901. An overhead projector and microphones (tabletop, standing or lapel) are available for use in the Main Library Auditorium as well.
  3. Use of Kitchen (Main Library only): Use of the service kitchen must be requested when scheduling the room. The kitchen may be used to make coffee or to warm food, but at no time may food be prepared in the kitchen. If the kitchen is used, groups must clean it up and throw out trash afterward. Groups must provide their own equipment.
  4. The library will not accept responsibility for equipment, nor can it provide storage.


About Dayton Metro Library Meeting Rooms

Main Library Meeting Rooms:

  • Auditorium - occupancy 100 max.
  • Meeting Room - occupancy 25 max.
  • Tutor Rooms - Two rooms for 2 people each, one room for up to 6 people.

Branch Library Meeting Rooms:

Groups who would like to schedule a meeting room at a branch library should contact the branch directly. The above procedures should be followed. Phone numbers and room information are listed below.

Belmont, 496-8920, 1041 Watervliet Ave.

  • Occupancy 30 max.

Brookville, 496-8922, 425 Rona Pkwy Dr.

  • Occupancy 35 max.

East, 496-8930, 2008 Wyoming St.

  • Occupancy 75 max.

Huber Heights, 496-8934, 6160 Chambersburg Rd.

  • Occupancy 60 max.

Kettering-Moraine, 496-8938, 3496 Far Hills Ave.

  • Occupancy 60 max.

Madden Hills, 496-8942, 2542 Germantown St.

  • Occupancy 75 max.

Miami Township., 496-8944, 2718 Lyons Rd.

  • Meeting Room: Occupancy 25 max.
  • Two Tutor Rooms: up to 6 people each

Miamisburg, 496-8946, 35 S. Fifth St.

  • Occupancy 50 max.

New Lebanon, 496-8948, 715 W. Main St.

  • Occupancy 45 max.

Trotwood, 496-8958, 651 E. Main St.

  • Occupancy 80 max.

Westwood, 496-8964, 3207 Hoover Ave.

  • Occupancy 25 max.

Wilmington-Stroop, 496-8966, 3980 Wilmington Pk.

  • Occupancy 50 max.

(capacities updated 1/10)

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 1/12/09

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