The Upper Arlington Public Library follows all applicable laws and legal decisions regarding the use of public space by outside groups. Any request for use of meeting space may be referred to the Director for approval.

When they are not scheduled for Library functions, Library meeting rooms are available for use without charge by organizations, individuals and businesses provided the meeting does not involve solicitation. Meetings held at the Library must be free and open to the public.

Meeting rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Acceptance of a meeting room request does not imply the Library’s endorsement of the viewpoints of the requesting group or individual.

Organizations will be assessed for any damage to facilities, furniture or equipment incurred during the period of use.

Organizations or individuals using the meeting rooms agree to indemnify and hold harmless the Library and their agents and employees from all liability, claims, damages, or costs, for or arising out of use of meeting rooms, whether it be caused by the negligence of the Library or either party’s agents or employees or otherwise.

All visitors using Library facilities are required to abide by the rules and regulations established by the Library. Anyone failing to comply with these rules may be denied future meeting room privileges.

• Meeting rooms must be reserved through the Library’s website at www.ualibrary.org.
• The meeting rooms are available on a first-come, first-served basis. Library meetings take precedence over all other use. The Library reserves the right to change meeting rooms or cancel use of meeting rooms by an outside organization if the Director or Board of Trustees determines the space is needed for Library purposes.
• No solicitation of any kind is permitted.
• Meeting rooms are not available for receptions or private parties.
• Meeting rooms may be scheduled no more than 8 weeks in advance.
• The meeting rooms are available for use during regular Library hours only.  All meetings must end 15 minutes before Library closing time.
• Groups cannot occupy their scheduled meeting room before or after their reserved time
• Persons scheduling the meeting rooms must be at least 18 years old. An adult must be present during the meeting.
• Adults at a meeting must assume responsibility for children in their group. Children must not be left unattended in the Library while their caregivers attend a meeting.
• Cancellation of a meeting should be given to the Library 24 hours in advance.
• Each group using a room is responsible for clean up and returning the room to its original set up.
• Certain audiovisual equipment may be available for use during meetings. Equipment must be requested when a meeting is scheduled.
• Light refreshments are permissible in meeting rooms. Groups must provide all their own supplies.
• Groups may not word publicity to imply that the Library is a sponsor of the event or use the Library as a contact for more information.
• Groups are responsible for transporting, setting up and operating their own equipment.
• Groups may not store or leave their equipment at the Library overnight.
• Groups must remain in public areas of the Library and avoid staff-only areas.
• Library staff members will not be responsible for relaying messages to guests attending meetings in Library meeting rooms.  
• There is no smoking, electronic cigarettes/vaping, or alcoholic beverages in the Library at any time.
• Events held in the Library’s meeting rooms must be conducted with a minimum of noise so as not to disturb other Library patrons. Meetings and breaks are restricted to the scheduled rooms.
• Meeting room guests are not permitted to tack, tape or post any signs or materials on meeting room doors, walls, windows or elsewhere in the Library. An easel is available on request.
• The Library will not be held responsible for any personal items lost or stolen before, during or after a meeting.
• Any group, organization or individual failing to comply with these rules may be denied future meeting room privileges. Reinstatement of privileges can be granted only by action of the Upper Arlington Public Library Board of Trustees.